Receptionist & Mailroom Administrator

When performing Receptionist duties should be as follows:

• Managing visitor arrival by recording and updating the details into the system
• Liaising with Security Concierge for any discrepancies in visitor’s clearance into the office premises
• Attending to various public walk-in queries pertaining to Personal Banking, Opening of Accounts, Investment Banking, Trade Operations LC queries, Bank card related, etc.
• Coordinating meeting room booking requests through email or phone calls
• Maintaining cleanliness of the Reception area and Client Suites at all times
• Assist to take beverage orders and help to serve to the Clients during meetings, as appropriate
• Prepare next day’s Guest List and Meeting Room Setup List
• Support receiving documents on behalf of Mailroom from the ground floor Reception

When performing Mailroom Officer duties should be as follows:

• Manage document related enquiries in-person, via emails or calls

• Receive inbound delivery, couriered items e.g. mail, packages, office stationeries or mailing supplies

• Ensure details of intended recipient e.g. name, address, company, is correct upon acceptance of each item

• Record details of all inbound delivery on a company web portal

• Prepare and process local and international inbound and outbound deliveries with the assigned courier companies

• Record details of all outgoing local and international courier arranged for the day, on MS Excel spreadsheet

• Filing and retrieving documents, as appropriate.

• Franking of postal mails using Franking Machine, recording the amount thereafter collecting, sorting, and counting of daily postal mails

• Desk-drop distribution of mails and packages during routine rounds

• Facilitate A.R.T kit collection and record user details, as required

• Cleaning and disinfecting of Mailroom counters regularly

Others

• Reports directly to Corporate Services Assistant, and Facility Manager

• Required support Reception and Mailroom team when required.

• Perform ad-hoc duties as required e.g. administrative support, floor walks, meeting room checks, and any other tasks assigned by the line manager

Requirements

• Minimum GCE N-Level, O-Level, NITEC, Higher NITEC, or equivalent or a Diploma in Business Administration
• Proficiency in Microsoft Word, Microsoft Excel, Microsoft Outlook, and PowerPoint
• Ability to operate telephone systems, printers, scanners, photocopiers, and visitor management systems
• Must be able to answer inquiries professionally, provide clear information, and handle customer complaints calmly
• Well-groomed with a positive attitude, courteous and respectful demeanor
• Friendly and approachable with patience for customers
• Strong attention to detail, good time management, and ability to multitask
• At least 3 years of relevant work experiences in the hospitality/airline industry