Front Desk Associate

Front Desk Associate

Work Dynamics - Integrated Facilities Management

Key Responsibilities:

Reception

• Greet and assist employees and visitors, ensuring a warm and welcoming environment.
• Manage visitor and vendor access using Visitor Management System. Ensuring all external visitors are registered and wearing the appropriate lanyard throughout their visit with us.
• Manage and issue out access cards to employees.
• Maintain and oversee the Front Yard, reception area. Ensuring it is tidy and presents a welcoming atmosphere for all employees and visitors.
• Lead site tours for new hires, providing necessary information about the workplace.

Site Operations

• Liaise with building management to complete tasks such as:
  Application of building access cards
  Air conditioning extension requests
  Permit to Work (PTW) coordination
  Support Fire Drills
• Supervise all office décor installations and ensure our vendors have completed the required scope of work successfully.
• Set up workstations for new hires and coordinate internal office moves as required.
• Perform ad hoc tasks as assigned by the Manager to ensure day-to-day site operations are fully supported.

Mail Deliveries

• Manage all outgoing and incoming courier requests in a timely manner.
• Collect and distribute incoming mail and deliveries to the appropriate employee/on-site vendor.
• Ensure details of all outgoing courier has been verified and confirmed with the sender.
• Manage any ad hoc shipping administration.
• Ensure any shipping concerns are escalated in a timely manner to the Manager.

Meeting Room Booking & Coordination

• Support reservation requests of our meeting rooms, training rooms and all other shared spaces.
• Assist employees should reservations need to be swapped, amended or moved around to accommodate a higher priority request.
• Ensure equipment (if required), has been setup.
• Ensure space configuration (if required) has been setup, with the support of the handyman.

Event Support

• Support internal and external events hosted within the workplace, assisting with logistics and coordination – as directed by the Manager.

Reporting/Administration

• Produce reports or perform administrative tasks as directed by the Manager. Such as: ensuring vendors have submitted their food wastage report in a timely manner, or, retrieving electrical report from the landlord and providing a summary of the findings so that we may view critical data required for our sustainability program.

Qualification

• 3-5 years minimum experience in either Hotel, Hospitality, Office Management.
• Ability to work effectively with multiple people across diverse backgrounds.
• Able to collaborate with stakeholders, articulate feedback proactively and take ownership of assigned tasks.
• Strong prioritization and time management skills.
• Excellent organizational skills and a keen eye for detail.
• Technologically savvy and proficient with Google/Microsoft/Apps.
• Outgoing with a pleasant disposition.