Receptionist

Sit in the reception to answer the phone

Maintain professional appearance of reception desk and lobby area.


Open the reception area and switchboard promptly at designated opening time and secure the switchboard and reception area after closing time.


Answer and direct all calls in an efficient, accurate, professional and pleasant manner.


Greet and assist all visitors; maintain company visitor sign in book.

Assign appropriate badge per in country guidelines.


Report all telecommunication and data system problems to the Global IT help desk and office manager immediately.


Assign temporary sign in phone numbers for CISCO Phones in offices.


Coordinate visitor transportation requirements, such as calling for a cab
Assist with vendor inquiries and when instructed direct to work area.


Prepare and send all outgoing mail.


Monitoring the meeting rooms calendar and provide solutions when needed.

Facilities

Morning tasks to ensure that all meeting rooms are presentable and ready for daily meetings.

Including power cords, phones etc.


Ensure all coffee points are ready for employees to use.


Ensure printers, photo copier are functional.

Perform other administrative support duties as required by the local facilities manager
Provide backup for other facility personnel as needed

Ensure all equipment is operational; coordinate repairs as required.

Meet vendors and escort to do regularly scheduled HVAC, AV, Kitchen ….

Ensure kitchens and coffee points area is clean and free of debris

Ensure both installed AV equipment and portable equipment is functional; coordinate repairs as required.

Ensure all portable projectors are stored and locked away.

Before storing ensure all chords and lamps are intact.


Coordinate repairs within physical office space such as carpeting, repainting, lighting, per approved repair and replacement plans
Resolve or coordinate resolution for all facilities requests, such as temperature complaints, electricity short etc.


Safety & Security
Responsible for overall office safety & security.

Understand landlord and or building managers evacuation and testing of alarms process
Assist in coordinating programs to educate employees on building and general office emergency procedures

Acting on direction of Physical Security, provide assistance as required.

Problem solving

Prioritize conflicting responsibilities and schedules.


Report problems as required.


Communicate as required to the necessary parties involved.


In the event of a facilities emergency provide assistance as directed to achieve timely resolution.


Communicate closure of an issue to one’s own manager as well as the requester.