The role is client facing and is accountable for managing our front desk, and providing administrative support as required. As the face of DP, primary attention is focused on but not limited to PABX operations including receiving, messaging and distribution, warmly welcoming clients and guests to our offices, alerting Directors or staff to client visitor arrivals, directing clients / guests to appropriate meeting rooms, ensuring quality hospitality at all times.

Administrative support in terms of appointed Director(s) schedule and calendar management, appointment setting and coordination, preparation of Word and Excel documents, shall also form part of these responsibilities.

Front Desk Duties

• Visitor welcoming and logistics by directing visitors to the appropriate person and meeting rooms, ensuring visitor hospitality at all times;
• To answer, screen and forward incoming phone calls;
• To undertake staff booking for meeting room reservations, and co-ordination when necessary to swap rooms;
• Collection of mail from the general letterbox, sorting in accordance to the respective pigeon hole and date-stamping official letters/envelopes;
• Mail franking prior to post, and recording of daily postage expenditure. Submission of Franking Docket to SingPost on monthly basis and postage requisition when credit balance is low;
• Receiving / organising drawings & material samples including notification to staff for collection. Non urgent documents shall be placed in their respective pigeon hole.

Reception Area Management

• Maintain the tidiness and cleanliness of the reception area and meeting rooms at all times;
• Power on / off the front LED screen daily ensuring execution of in-house video;
• To ensure that all DP publications are presentable, attracting guests to browse while waiting;
• Ensuring that all publications are returned to the same location (in collaboration with CorpComm staff);
• To assist in the opening and closing of front shutters as and when required;
• To assist when Pantry support is unavailable, by providing drinks to the guests and clearing/ washing the glasses after the end of each meeting.

Security & Access Control

• Monitor and ensure all visitors are registered upon arrival (using the visitor book or relevant tools);
• Ensure only authorised personnel enter restricted areas.

Administrative Support

• Liaise / organise with vendors and courier services (local & overseas).
• Manage and organise printing of business cards
• Maintain office supplies and inventory for First Aid, undertaking periodic checks, replenishing where required, and removal of all expired items
• Raising email reminders to staff to self-update their contact extension at DPI-net to ensure the calls are directed correctly
• Ensuring stationery supplies to all meeting rooms are adequate and in working order
• Use of ERP platform to raise Purchase Orders, and other items procurement related items for processing
• Execute ad-hoc administrative duties which may be assigned when necessary

Job Requirements

• Min. GCE “A” levels or appropriate qualifications from Secretarial / PR courses;
• A minimum of 3 years or more, of demonstratable working experience in an equivalent space;
• Strong organisational aptitude with demonstrable time management skills, people interaction;
• Warm, pleasant personality with strong communication skills in written and spoken English;
• Energetic and enthusiastic to learn;
• A flexible and adaptable approach to work;
• Able to multi-task and work independently;
• Self-motivated and diligent;
• Good familiarity / literacy of MS Office inc Outlook, Word, Excel and PowerPoint;