Reception cum Admin (Office Services Workflow Coordinator)

WILLIAMS LEA PRIVATE LIMITED; Singapore; On-site; SGD 40,000 - 55,000; Full time

Job summary

A corporate services provider in Singapore is seeking a Workflow Coordinator to deliver exceptional customer service and manage office administration workflow across various functions such as reception and copy services. The role requires at least three years of experience in office services within a legal or corporate environment and excellent communication skills. This position is open to Singaporeans only.

Qualifications

• Minimum of three years' experience in office services preferably in a legal or corporate environment.
• Ability to handle sensitive documents and maintain confidentiality.
• Must be self-motivated with a positive attitude.

Responsibilities

• Assist in completing complex jobs efficiently.
• Produce required reports on schedule.
• Monitor workflow to ensure timely job completion.

Skills

Customer service skills

Problem-solving skills

Attention to detail

Intermediate computer skills

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Overview

The Workflow Coordinator for Office Services delivers exceptional customer service at front of house for our clients by coordinating office administration workflow in one or more of the following areas: Reception, general office services administration, hospitality, copy, mail services, intake and facilities.

Responsibilities

• Assist the client in completing large or more complex jobs (i.e. large numbers of requests or high volumes of incoming/outgoing activities, expansive administrative support requests).
• Ensure provides outstanding service to client, while building strong customer relationships.
• Immediately escalate any operational problems or issues to Lead, Supervisor or Manager.
• Produce required reports on schedule.
• Provide job intake services as prescribed by manager.
• Read, interpret and understand all requests (emails, phone, in-person, and forms).
• Communicate with manager and client on job or deadline issues.
• Conduct and direct quality assurance process to maintain efficient workflow and assure client satisfaction.
• Monitor workflow to ensure jobs are completed efficiently, accurately and within deadlines.
• Assess incoming requests selecting the best equipment and/or resources for successful completion.
• Make sure to follow standard operating procedures at all times.
• Load copiers with paper and toner as needed.
• Maintain all logs and reporting documentation as required.
• Additional duties may include client or manager requests, such as setting up conference rooms with audio/visual equipment and/or furniture configuration, mail and messenger services, food and beverage services, assist with reception coverage, manage multiple phone lines and/or visitor check-in.
• Adhere to Williams Lea policies in addition to client site policies.
• Use equipment and supplies in a cost-efficient manner.

Qualifications

• High school diploma or equivalent.
• Minimum of three years’ experience in office services preferably in a legal, banking or large corporate environment.
• Experience in managing workflow in an organized manner to meet deadlines occurring quickly and simultaneously.
• Intermediate computer skills required, generally using Microsoft Office.
• Familiar with procedures supporting service line, such as reception, hospitality, mail and copy services, or other administrative support services.
• Front of house & reception focus.
• Demonstrates customer service skills needed to maintain effective working relationships with clients and team members through excellent, professional verbal and written communication skills.
• Attention to detail with emphasis on accuracy and quality.
• Ability to handle sensitive and/or confidential documents and information.
• Capable of demonstrating exemplary work ethics and professionalism at all times; maintains professional demeanor and composure at all customer service interactions.
• Ability to work independently, exercise sound judgment, and apply problem-solving skills in alignment with established standards and procedures.
• Excellent problem-solving skills, with the ability and understanding of when to escalate a problem to a supervisory level.
• Must be able to interact effectively with multi-functional and diverse backgrounds in a fast-paced environment.
• Must be self-motivated with positive can-do attitude.
• Willing to do overtime.
• SINGAPOREAN ONLY.