Workspace Guest Services

JLL

Ho Chi Minh, Vietnam

1-3 Years

This job is no longer accepting applications

Posted 12 months ago

Job Description

Receptionists to project a friendly and welcoming image to Client's visitors
Assist visitors to determine the purpose of their visit
Issue visitors with pass as per categorization accordingly
Maintain Log-book to record visitors name
Notify host/alternative contact of visitors arrival
Invite visitors to take a seat at the waiting area
Adhere to Client's/JLL's predefined dress code
Ensure that reception area is kept tidy at all times
Manage bookings of meeting rooms
Manage incoming and outgoing mails
Place Client's corporate literature neatly in waiting area
Handle all incoming calls to Clients
Calls are answered with appropriate greeting;
Calls are answered within 3 rings
No client should complain of dropped calls, except for technical fault
Facilitate the booking of Meeting Room
Divert all calls as requested during Emergency or Practice Drills;
After hours contact within 30 minutes
Receive all in-coming mails and parcels and sort by department and place within pigeon hole for collection by respective department
Coordinate for courier/dispatch to collect the completed forms (by individual departments) and goods to be delivered out
Maintain logs for monthly cost reconciliation by finance
Receive calls from end-users on ad-hoc requests and maintain records
Assist with Booking hotels/ travel..
Manage shuttle bus service
Reconciling invoices from courier services with monthly dispatching list & request for payment;
Checking & refilling stationery stock and requesting for payment monthly;
Archived File keepers: Keeping records, making requests for retrieval delivery/pick-up, new carton pickup, as well as payment every month;
Keeping records of all moving asset docs;
Any other assignments from Facilities Manager

General Requirements

At least one year experience in similar receptionist/administration position in international working environment
University/College degree or equivalent, major in Office Administration, English or Business Administration
Excellent communication skills in English and Vietnamese (written and verbal)
Good command of Microsoft Office: Word, Excel, Email
Pleasant and honest personality
Attention to details, at ease at working with figures
Ability to work multi-tasks under pressure while remaining friendly and enthusiastic