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Business Services Assistant - DFS5218214 in Singapore at DFS

Date Posted: 5/24/2019

Job Snapshot

Job Description

We are looking for a pleasant Business Services Assistant to undertake all receptionist and clerical duties at the desk of our main entrance. You will be the “face” of the company for all visitors and will be responsible for the first impression we make. The ideal candidate will have a friendly and easy going personality while also being very perceptive and disciplined. You should be able to deal with complaints and give accurate information. A customer-oriented approach is essential. The goal is to make guests and visitors feel comfortable and valued while on our premises.

Key Responsibilities:
(1) Front Desk Management
• Attend all incoming calls and redirect them or pass messages on to appropriate staff.
• Keep front desk tidy and presentable with all necessary materials
• Set up, coordinate with IT and ensure that office-closure message is turned whenever office closes.
• Update and circulate internal telephone extensions and mobile phone lists whenever there are changes of staff. (2) Visitors Management
• Greet visitors courteously and manage the Visitor Registration Portal.
• Allocate desks/rooms for overseas guests and ensure that the equipment are ready prior to arrival of guests.
• Organize hotel accommodation and car pickups, if necessary. (3) Conference Rooms I Meetings I Video Conferencing
• Control bookings of conference rooms and audio/visual equipment are ready, including coordinating with IT team to set up equipment for video conferencing if required.
• Ensure the reception area and conference rooms are tidy at all times, and furniture is cleaned.
• Ensure that stationery items in conference rooms are replenished
• Ensure that fittings, lighting & equipment at reception area and conference rooms are working properly, including reporting to Business Services for immediate servicing.
• Organize meals and refreshments for events (meetings, training, seminars, etc) if needed. (4) Mail Management
• Record incoming and outgoing courier; arrange courier pickups and deliveries.
• Reconcile courier invoices for Finance.
• Organize and record outgoing post, purchase and record postage stamp. (5) Suppliers and Supplies
• Place orders of pantry, and water supplies.
• Check and record suppliers' invoices before submitting to Finance for approval.
• Manage car parking payment with landlord. (6) Others
• Circulate emergency contact info lists.
• Arrange and circulate reception coverage as and when necessary.
• Assist with bookings & coordination of conferencing facilities.
• Assist Facility Manager with ad-hoc duties.
• Book taxi for fee earners & guests as and when required. As we require the front desk to be covered from 8am till 6pm (Monday-Friday), absences will need to be communicated (directly to the other supervisors who provide covers) at the early stage so that arrangements can be made accordingly.

Key Requirements:
Key Skills and Attributes
• Highly motivated self-starter with the ability to work independently and have a high level of initiative to make improvements;
• Ability to influence stakeholders at all levels of business with strong communication and relationship building skills; Qualification Standards
• A positive attitude and excellent communication skills.
• Ability to remain calm whilst under pressure.
• Ability to handle information professionally and confidentially.
• Preferably with at least 2 years of working experience in similar function