Reception/Admin Assistant

Description:

• The Admin Assistant/Front Office Focal Person shall report direct to the Admin/Finance/PR Manager;
• Manages day-to-day operational aspects of communication and coordination between clients and back office, including establishing and managing a support and call desk;
• Coordinates all fleet and logistics movements of incoming and outgoing tenants with the Operations team, security, porters and other support staff;
• Keeps record of all client complains, coordinate with the relevant departments to address complaints and provide timely feedback to the client and the management;
• Serves as the focal point to coordinate among visitors, tenants and security team;
• Answers all phone calls courteously and guide guests to the respective destinations. Regularly updates and maintains telephone directory;
• Keeps and maintains visitors register books at all times at the reception and ensures that every visitor gets permission from the tenant for any form of movement beyond the reception area. Makes sure that no office staff or visitor should stay at the reception area without any appropriate reason;
• Updates the property management database system with all relevant information as required. Also updates parallel record keeping and tracking excel system and formats;
• Follows up with renewal of all permits and licenses for the smooth running of the facility;
• Keeps record and updating periodical and ad-hock payments to all relevant government institutions, insurance companies, license issuing entities etc;
• Keeps record of internal staff list and contractors own staff, updates daily staff attendance book, staff leave records, periodic performance appraisals and all incidents;
• Files documents, maintains schedules and plans business meetings.
• Request for all office supplies, receives deliveries and refills office supplies;
• Monitors the incoming and outgoing mail and keep office wise dispatch record;
• Supervises continuously the orneriness and cleanliness of the main reception, waiting lounges and office spaces;
• Attends office on weekends and holidays as and when required by the supervisor.
• Undertakes any other duties assigned by the Manager.