Front Desk Assistant

ANPORA REAL ESTATE PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A prominent real estate company in Singapore is seeking a dedicated receptionist to provide professional guest services and manage office administration tasks. Responsibilities include greeting guests, handling inquiries, managing mail, and assisting with office needs. The ideal candidate should have a Diploma and 1-3 years of relevant experience, demonstrating proficiency in Microsoft Office, strong communication skills, and a professional demeanor. This role is crucial for ensuring smooth office operations.

Qualifications

• Minimum Diploma graduate with 1-3 years of relevant experience preferred.
• Resourceful and proficient with Microsoft Office.
• Strong team player and able to work independently.

Responsibilities

• Welcome and host guests professionally.
• Handle telephone inquiries and manage mail processes.
• Assist in office management and coordinate meetings.

Skills

Microsoft Office proficiency

Team collaboration

Interpersonal skills

Attention to detail

Professionalism

Education

Minimum Diploma

Job description

Job Description

1. Welcome and host guests with professionalism by greeting, welcoming, assisting and hosting them appropriately, including arranging refreshments where appropriate ensuring a positive experience and leaving a lasting first impression.
2. Handle all telephone inquiries professionally by ensuring the messages are passed on to the staff members promptly.
3. Manage incoming and outgoing mail and parcel processes (local and overseas couriers), including the recording of the expenses chargeable to the clients and over the counters at the post office.
4. Assist in depositing cheques for all departments with the respective banks.
5. Assist the Office Administrator with the general management of the office, including but not limited to the following:
   • Collect and sort out mail for Levels 23
   • Manage and track meetings, appointments and unscheduled visits from clients and guests and assist the respective teams in coordinating large group meetings/ conferences in the office.
   • Manage the Tenant-Staff relationship and take on Assistant Fire Warden responsibilities with the Building Management on all operational matters.
   • Attend to all feedback and service calls in the office and coordinate with the respective persons to resolve.
   • Manage all office, stationery and pantry-related procurements, including budget control and regular replenishments at the designated areas in the office. The mentioned stationery includes but is not limited to customised stationery (access cardholders with lanyards, pens and notepads, mugs and coasters) and employee name cards.
   • Manage all maintenance and service contracts, including but not limited to the monthly plant maintenance and water dispenser rental with external vendors.
   • Oversee the periodic statutory maintenance of the office, including but not limited to the annual testing, inspection and renewal of certificates for the fire safety equipment and electrical installations.
   • Supervise/ check all office-related works and support obtaining quotations for those mentioned above.
6. Cover the duties of the Front Desk & Admin teams when someone is out of the office.
7. Coordinate with fellow receptionist/Front Desk team to arrange lunch cover and ensure uninterrupted front desk service throughout the day.
8. Provide support and/or coordination for company events and projects.
9. Any other ad-hoc duties assigned by the supervisor/ Management.

Job Requirements

• Minimum Diploma graduate with at least 1-3 years of relevant experience is preferred.
• Resourceful and proficient with Microsoft Office.
• Strong team player and able to work independently with minimum supervision.
• Maintains a high level of professionalism and confidentiality.
• Detail-oriented, self-driven, highly motivated individual with a positive attitude.
• Good communication and interpersonal skills.