Receptionist Receptionist …

Trafigura
in Singapore
Permanent, Full time
Last application, 02 Dec 20
Competitive
Trafigura
in Singapore
Permanent, Full time
Last application, 02 Dec 20
Competitive
Receptionist
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:
\tBeing helpful and approachable to our guests and internal staff
\tTo focus and to provide the very best in "guest service"
\tOffice lobby must always be in a "clean and neat" environment
\tRelevant experience with good telephone etiquette.

Knowledge Skills and Abilities, Key Responsibilities:

Key Responsibilities

Answering telephone calls
  • Attend to telephone calls and direct them to departments and taking messages, if needed.

Reception
  • Backup Receptionist during 1-hour lunch break and absences when required.

Courier Services
  • To maintain registers of courier transactions and outgoing mails and to reconcile with Accounts.
  • To coordinate outgoing and incoming courier pickups and deliveries.

Fax Forwarding
  • To ensure that incoming faxes are distributed or forwarded to respective staff or department.

Telephone Directory
  • Update the telephone directory regularly.

Collection of mails
  • To collect mails from the Building post boxes.
  • Date stamp all incoming mails for distribution.

Operating Manual
  • To record the operation of equipment such as coffee machine, kitchen appliances, board room equipment as well as equipment in all meeting rooms.

Booking of Meeting Rooms
  • Assist in booking arrangement of meetings and conferences.

Maintenance Services
  • To respond to requests in changing lighting tubes, air-conditioning, toilet malfunctioning, etc.
  • Liaise with building maintenance team to service the requests.

Support Services
  • Assist in booking of taxis and restaurants.
  • Attend to guests and serve drinks and food.
  • To run errands for meal requests, if needed.

Front Office
  • Attend to walk-in visitors @ Reception.
  • Ascertain purpose of visit and inform staff accordingly.
  • Issue visitor passes and ensure all visitors are escorted into the office premises by staff.
  • Attend to and sign for registered/couriered mails and parcels and redirect them to departments or to the recipient.
  • Ensure that all meeting rooms and front lobby areas are cleaned and well-maintained and all chairs and sofas are neatly arranged and the tables are cleared of drinks.
  • To keep the reception area to a high standard and maintain stacks of company publications on display shelving.

Others
  • To render support during BCP exercise.
  • To assist the Chief Fire Warden in the event of Fire Evacuation Exercise.
  • To assist with catering orders for events and meetings.

Knowledge, Skills and Abilities
  • Minimum 3 years of relevant experience
  • Minimum Diploma and above
  • Ability to communicate effectively
  • Ability to work in diverse environment
  • Understand the necessity for confidentiality
  • Motivated and enthusiastic
  • Relevant experience with good telephone etiquette


Key Relationships and Department Overview:
Internal stakeholders
External vendors
Trafigura logo
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