Front office Officer Up to $3,000/5 days/CBD

Job Description:

• Ensuring that all phones are answered according to the co working space script and within three rings.
• Greeting all clients in a professional manner with a smile and offering tea or coffee as applicable.
•  Taking messages for clients as they require: direct onto their phones, via voicemail or written.
• For messages put onto the message center or handwritten ensuring a record of messages is kept and a billing slip completed each day.
• Ensuring all records are updated when necessary and that new info is updated as soon as details of a new VIP Link or Office client are received.
• Ensuring all relevant forms are set up for new clients and for all clients on your floor the fax account code is programmed for sending faxes out of hours, and the fax is programmed with client name. An original of all forms to be kept on reception in a separate file.
• Responsibility for printing off list of overnight faxes and ensuring they are date and time stamped and billed.
• Responsibility for sending client faxes during the day ensuring these are always sent with the client's name printed on top of the fax, keeping all fax records and notifying clients as soon as a fax is received.
• Keeping stock of co working space brochures at reception and presenting your station during sales tours. (To update Daily Report with special instructions on a daily basis and ensure, each evening, the CM and EA are issued with a copy.)
• Ensuring reception is aware of clients’ movements for each day and any instructions throughout the day are communicated to all team members.
• Arranging couriers and taxis, restaurant reservation, hotel accommodation for clients and CEO Suite management team ensuring that the client’s company name is given as reference and completing billing slips.
• Ensuring that all billing (e.g. for teas and coffees) are filled out immediately and accurately in your time sheet.
• Ensuring all cleaning or handyman issues are written into the appropriate books.
• Informing the CM of any problems with the lifts immediately.
• Ensuring any complaints or compliments are written on the Complaint/Compliment forms each day and passed to the MANAGER OR CM.
• Additionally ensuring the CM is immediately made aware of any problems and that these are dealt with as soon as possible.
• Taking bookings for the meeting room, V/C and visiting, walk-in clients and ensuring that billing slips are accurately completed at the end of the day including all additional services.
• Notify the Office Asst. of any catering requirements and together arrange all necessary catering. Ensure any additional equipment requested is also put into the room.
• Ordering all stationery on behalf of clients and the center, taking inventory and tidying stationery cupboard and liaising with clients and the stationery supplier to ensure timely delivery. Ensuring time sheets are accurately completed.
• Overflow typing requirements.
• Ensuring all clients receive an exceptional standard of service at all times.
• Undertaking fire warden and possible first aider duties.
• Ensuring reception is kept tidy at all times and that all lists and forms are kept in an order that can easily be followed by other team members who may be covering your reception.
• Ensuring anyone covering your reception receives a proper handover.
• Helping out in any other area of the business center and covering on all other receptions as and when required.
• Closing of Boardroom, Courier, and Incoming/Outgoing Fax Account.
• Checking of toilet accessories supplies like, hand cream, hairspray, shoe polish eau de toilette and ensure that arrangements are made to have them replenished regularly. In this case, Office Asst. may be deployed to assist but under your close supervision.
• Upselling of services / Sales Activities 

Requirements:

• Min. 1- 2 year of reception and concierge working experience.

See Min Hay Germain

Personal Reg No: R23112250

Manpower Staffing Services (S) Pte Ltd

EA License No: 02C3423