Receptionist

Trafigura Group; Singapore; On-site; SGD 33,000 - 50,000; Full time

Job summary

Trafigura Group in Singapore is seeking a Receptionist to create a positive first impression for callers and visitors. You will provide a concierge image by being helpful and approachable, ensuring the reception area remains clean and neat, and supporting guests and internal staff.

Key duties include handling calls, routing messages, managing meetings and catering, maintaining directories, and coordinating facilities and inventory for meeting rooms and pantry items.

Qualifications

• 3+ years of relevant experience
• Ability to communicate effectively with team members to ensure smooth daily operations
• Ability to work in diverse environment
• Understand the necessity for confidentiality
• Motivated, Enthusiastic, Organised and Able to Multitask
• Relevant experience with good telephone etiquette
• Demonstrate punctuality, reliability, and good teamwork
• Diploma and above

Responsibilities

• Attend to phone calls and transfer them to the appropriate person or department.
• Take messages and forward them to the appropriate person, if needed.
• Manage all mail and courier activities, including letterbox collection, distribution and documentation.
• Regular updates of the telephone directory.
• Knowledgeable in operating procedures for coffee machines, kitchen appliances and meeting room equipment.
• Manage all booking arrangements for meetings and video conferences dial-in setup.
• Assist with catering orders for events and meetings.
• Observe and respond proactively to visitor flow, meeting room usage, and office activities.

Skills

Effective communication

Multitasking

Confidentiality

Teamwork

Telephone etiquette

Punctuality

Organised

Education

Diploma and above

Job description

Main Purpose

The Receptionist must understand the importance of creating a positive and professional first impression on callers and visitors.

To provide a concierge image of:

• Being helpful and approachable to our guests and internal staff
• To focus and to provide the very best in “guest service”
• Reception Areas must always be in a “clean and neat” environment

Key Responsibilities

• Attend to phone calls and transferring them to the appropriate person or department. Taking messages and forwarding them to the appropriate person, if needed
• Demonstrate keen awareness and initiative at the reception area, identifying needs early and ensuring efficient, friendly and professional service
• Manage all mail and courier activities, including letterbox collection, distribution and documentation
• Regular updates of the telephone directory
• Knowledgeable in operating procedures for coffee machines, kitchen appliances and meeting room equipment
• Manage all booking arrangement for meetings and video conferences dial in setup
• Respond to requests for changing of lighting tubes, air-conditioning, toilet malfunctioning, etc and liaise with building maintenance team to service the requests
• Attend to guests and serving of beverages and meals
• Ordering and collection of food for Breakfast/Lunch meetings and Board meetings
• Setting up tables and chairs for meal service
• May be asked to work on some weekend for events and meetings
• Assist with catering orders for events and meetings
• Manage and maintain accurate inventory records for dining and pantry items, including cutlery, glassware, serving wares, other pantry supplies and stationery for meeting rooms
• Observe and respond proactively to visitor flow, meeting room usage, and office activities

Knowledge, Skills and Abilities

• Minimum 3 years of relevant experience
• Ability to communicate effectively with team members to ensure smooth daily operations
• Ability to work in diverse environment
• Understand the necessity for confidentiality
• Motivated, Enthusiastic, Organised and Able to Multitask
• Relevant experience with good telephone etiquette
• Demonstrate punctuality, reliability, and good teamwork
• Diploma and above