• Receptionist / Office Management Assistant

    Job Locations China-Hong Kong
    ID
    2019-5330
    Function
    Administrative/Clerical
  • Introduction

    We are recruiting a Receptionist / Office Management Assistant to join the Facilities team and provide professional office support to all business units.

    Accountabilities

    How you will contribute: 

     

    In the role you would be expected to provide administrative and office support including:

     

    Reception Duties

    • Answer enquiries, transferring and screening telephone calls, providing assistance or routing calls as required
    • Update telephone directory
    • Greet clients/visitors and sign in
    • Maintain staff registry records of casual worker (temp, freelance, outsource, intern, etc.)
    • Operate daily front desk duties in a professional manner
    • Monitor courier deliveries and correspondence pick up in reception
    • Maintain office tidiness & cleanliness, especially reception & greeting area
    • Organize and distribute incoming faxes
    • Distribute daily newspaper & weekly magazines
    • Open and sort incoming / outgoing mail / package & distribution to staff
    • Effective security control on issuance and collection of access card to/from staff and visitors
    • Support access convenience to staff / visitor by release security lock

    Administrative Duties

    • Internal contact point to report fault to management office for air conditioning, office housekeeping, restroom problem and to report JOS/PCCW for phone/ network repair services
    • Arrange overseas & local courier
    • Assist to place order for general office supplies & refreshment
    • Assist hotel & flight booking for Asia region staff
    • Coordinate and process work with staff on business/China visa application
    • Liaise with local administrator & HK hotel sales for updating corporate rate annually
    • Administrate of audio conference / voicemail account set up & termination
    • Handle name card & correspondence printing for Asia region staff
    • Provide monthly report of printing expenses, audio conferencing and courier cost allocation
    • Assist Manager & Supervisor on adhoc work & function etc.
    • Prepare the welcome kit to new joiner & collect staff company properties return upon the last work day
    • Organize and/or coordinate company events, including staff parties & charity events etc.

    Office Emergency, Health & Safety

    • Fire Safety - Be a fire warden and assist supervisor to operate fire drill annually
    • Office Health & Safety - Keep track on the stock of disinfected liquid, surgical mask & refill necessary
    • Business Continuity Plan in Facilities - Familiar with facilities work procedures & service coverage in case of disaster recovery drill & activation

     

    Experience, skills and professional attributes

    The ideal skills for this role are:  

     

    • Secondary 5 or above
    • Experience and knowledge in office administration 
    • Proficiency in Microsoft Office - Excel, Word & Powerpoint
    • Fluency in English, Cantonese and Mandarin

    Options

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