Position Title: Receptionist

Supervisor: Administration Manager

Duties and Responsibilities

1. Answer the telephones and make outgoing calls for all staff in an appropriate, clear and friendly manner.
2. Receptionist shall record and relay messages for all staff. He/she shall forward calls, greet and direct office visitors, receive and send correspondence, operates fax machine and keeps fax log for all office correspondence.
3. Perform tasks such as making needed arrangements for services for telephone and e-mail.
4. Analyzing telephone bills on a monthly basis and reconcile with Finance Unit
5. Recording all incoming invoices in the Invoice register, updating cheque register and distribution of cheques to vendors, and ensuring that receipts are retained and submitted to Finance in a timely manner.
6. Making conference room bookings for meetings on the Outlook calendar and setting up of the conference room for meetings.
7. Assist in typing, word processing, and general administrative support activities for the administrative team and other groups as assigned.
8. Ensure cleanliness of front office space.
9. Maintain a neat professional appearance and polite demeanor as prescribed by professional and local standards.
10. Performs other duties as assigned.

Qualifications and Requirements:

1. Diploma/ Degree in Management, Business Administration with minimum 3 years’ experience
2. Experience in secretarial services, preferably in a multi-cultural environment will a plus
3. Excellent verbal and written English with the ability to communicate courteously and effectively.
4. Ability to work independently and handle multiple tasks
5. Skilled at computer word processing (Word, Excel) and spreadsheet applications; ability   and aptitude to learn additional computer skills.
6. Working knowledge of switchboard/voice mail equipment and mail processes such as postage machine, DHL, etc.
7. Training and/or experience in maintaining office filing systems
8. Ability to get along with diverse personalities in an office setting