Building Receptionist cum Admin

Title: Building Receptionist cum Admin

About Serepok

Established in 2019, Serepok is the platform for creators, providing thousands of members around the world with space, community, and services that enable them to do what they love and create their life's work. Our mission is to create a world where everyone can work and enjoy like home.

Learn more about us at: https://serepok.com/

Job Overview

The Building Receptionist cum Admin will be responsible for guest relations and office administration to maintain a premium workspace environment. This role will involve a mixture of administrative and receptionist duties to ensure smooth operations of our Ho Chi Minh office.

Key Responsibilities:

A. Administration

1. Administration

Notification emails related to customers, suppliers, or internal matters.

Store documents (both hard copies and soft copies) in an organized and easily accessible manner.

Calculate customer service fees (vehicles, mail, parcels, meeting rooms, overtime, etc.).

Monitoring and compiling reports: (additional support if needed).

Office rental revenue, parking lot revenue, operating costs.

2. Building Operations:

Receiving repair or maintenance requests from customers, coordinating with the technical team to handle.

Manage and monitor meeting room reservations and use of common amenities (printers, pantry, etc.).

Ensure the pantry area is always stocked with necessary supplies (drinking water, snacks, serving utensils).

Check and monitor inventory status, and plan regular or as-needed orders.

Contact suppliers to ensure the quality of goods and products for the pantry area.

Manage the budget for pantry supplies and report expenses when necessary.

Create lists and invite guests to participate in building events (tea breaks, seminars, networking events, etc.).

Coordinate the preparation of materials, equipment, and decorations for the event area.

Support guests throughout the event, ensuring everything runs smoothly.

Monitor and manage the work of outsourced contractors (security, cleaning).

B. Customer care:

Regularly check in with customers, assist with any questions or difficulties they may have while using the service.

Record customer feedback and suggestions, and propose service improvement plans to management.

Assist in resolving complaints, if any, in a tactful and professional manner.

Advise customers on the Company's services.

C. Receptionist:

1. Welcoming customers:

Greet customers and partners who come to work or visit.

Verify customer information (record information in the customer management book/application) and direct customers to the correct room/area.

Always maintain a friendly, professional attitude when communicating.

2. Manage the reception area:

Ensure the reception desk area is clean, tidy, and appropriately decorated (for holidays/festivals).

Check and replenish beverages, magazines, business cards, and promotional materials in the reception area.

3. Answering Hotline :

Receive and transfer calls to the relevant departments.

Record information about important calls or special requests from customers for reporting purposes.

4. Mail and parcel management:

Receive and deliver mail and parcels for guests or residents in the building.

Store them carefully and contact the recipients to deliver them on time.

Job Requirement

Qualifications & Experience

• Bachelor's degree in Business Administration, Tourism, Administration, Hospitality
• At least 6 months in administrative/receptionist roles, customer service.
• Preference given to candidates with experience in: Coworking space, service-related industries

Skills

• Strong organizational and multitasking skills with high attention to detail.
• Good communication and interpersonal skills; be able to work with both internal & external stakeholders
• Proficient in MS Office (Excel, Word, PowerPoint).
• Good English communication (written and verbal).
• Ability to manage tasks independently and take initiative.

Personal Attributes:

• Service-minded, proactive, and details oriented.
• Able to work under minimal supervision and handle multiple priorities.
• High sense of responsibility

What we offer

• Fun, dynamic, and professional work environment.
• Bonuses for holidays/New Year/birthdays, weddings, work performance
• Regular engagement activities for all employees: company trip, ....
• Working hours: 8AM-5PM from Monday to Friday and two addition morning Saturday (subject to change based on work requirements)

If you need any further information or have any questions, feel free to ask!