Job Title
Receptionist cum Facility Coordinator
Job Description Summary
Job Description
The Receptionist cum Facilities Coordinator is responsible for managing front desk operations and supporting the office&aposs facilities management activities. This role will ensure high customer service and smooth office operations while assisting and reporting to the Facility Manager.
Receptionist Duties
- Front Desk Management: Greet and assist visitors, employees, and clients in a professional and friendly manner, ensuring a welcoming atmosphere.
- Call Handling: Answer and direct incoming phone calls promptly and accurately, managing inquiries and messages.
- Visitor Management: Coordinate visitor check-ins, manage the visitor management system, and liaise with security to ensure seamless access for guests.
- Meeting Room Coordination: Manage meeting rooms, ensuring they are correctly set up and maintained throughout the day.
- Mail & Deliveries: Handle incoming and outgoing mail and courier services, ensuring efficient distribution.
- General Administrative Support: As needed, assist with general office duties such as document preparation, filing, and data entry.
Facilities Management
- Facilities Operations: Assist the Facility Manager with the office&aposs daily operations, including janitorial services and vendor performance, to ensure compliance with client standards.
- Financial Management: Help manage the facility&aposs operational financial activities, including PO creation, invoice and accrual submission.
- System Implementation: Manage the offices FM360 work order software, Velocity and YARDI accounting systems to ensure efficient operation and reporting.
- Work Order Assistance: Help manage and log work orders via FM360 (or other facility management software), ensuring timely resolution of issues.
Key Requirements
- Experience: Minimum 1-2 years of experience in a receptionist or facilities coordination role, preferably within a corporate office setting.
- Customer Service Skills: Strong interpersonal skills with the ability to provide exceptional customer service to internal and external clients.
- Communication Skills: Basic verbal and written communication skills in English.
- Organizational Skills: Strong organizational skills with the ability to multitask, prioritize, and manage time efficiently.
- Tech-savvy: Familiarity with office equipment (printers, phones, meeting room AV systems) and facility management software such as FM360 or similar platforms.
- Problem-solving: Ability to troubleshoot basic facilities issues and provide proactive solutions to operational challenges.
- Attention to Detail: High attention to detail, particularly in managing front desk responsibilities and facilities operations.
- Team Player: Ability to work collaboratively with the facilities team and other departments.
- Professional Appearance: Present a professional and polished image at the reception area.
Working Hours
Monday to Friday, 9:00 AM - 6:00 PM. Occasional overtime may be required during events or special projects.
INCO: Cushman & Wakefield
