Workplace Experience Concierge, MBFC
Työnpaikan tunnusnumero
GWS Segment
Roolin tyyppi
Kiinnostuksen kohteet
Tilojen hallinta
Singapore - Singapore
This position is responsible for performing various administrative tasks, including answering telephones and giving information to employees and guests; often the first  point of engagement with employees and visitors. Responsible for making a good first impression for the organization, which can affect the organization's success.

Responsible for all administrative/reception needs including but not limited to managing calls, calendar scheduling, travel scheduling, expense reporting, document approval processing, documentation (including memo's, faxes, letters and other communication), mail services, etc.  May require leadership in meeting planning, general administrative support and projects which may be assigned.

Key Responsibilities
  • Greets employees and announces clients and visitors. Conducts guest registration through badging software. Arranges escorts as needed. Issues visitor passes. 
  • Receives and directs incoming calls to appropriate personnel and voicemail. 
  • Assists with scheduling and preparing meeting and conference rooms. Coordinates setup of conference / meetings rooms. Arranges for and reserves projectors and other meeting equipment, ensuring equipment is in good operating condition. Arranges video and / or web conferencing as needed
  • Coordinates catering for meeting and events. May negotiate pricing and menus. Secures approvals for catering expenses and reviews invoices to arrange billing to appropriate department or business unit
  • Performs general administrative duties associated with distributing packages and mail as required. Uses tracking systems to record inbound and outbound courier, freight and mail. Meters mail. Arranges messenger service / courier as needed. Follows location security procedures for screening inbound deliveries.
  • Orders office supplies and other common use items for the location, such as café supplies, equipment toner, printer paper, stationaries etc.
  • Maintains neat appearance reception area, conference rooms café and other common areas. Requests building and housekeeping services as needed. Periodically inspects common area equipment to ensure good operating condition.  Arranges equipment service as needed.
  • Maintains records and logs of service requests and tracks their status.
  • Maintains a file of services including transportation sources, accommodations, and referral contacts. May arrange convenience / hospitality services for guests such as transportation etc.
  • Work with and support other members of the FM team
  • Covering Concierge during lunch period 
  • Other duties may be assigned

Required Knowledge and Skills

Communication Skills 
  • Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor.
  • Comfortable meeting and engaging with new people.
  • Warm and engaging demeanour. Ability to assess circumstances, empathize and offer help.
Financial Knowledge
Ability to calculate simple figures such as percentages.

Reasoning Ability
Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.

Other Skills and/or Abilities
  • Intermediate skills with Microsoft Office Suite, handheld mobile technologies and applications; . 
  • Good organizational skills. Ability to work flexible work schedules based on office needs. Physical ability to assist. Able to lift 15kg. Strong problem-solving skills. Highly adaptable and flexible. Ability to work independently with little supervision.
Responsible for personal safety and the safety of those who are affected by your work. This includes but is not limited to: 
  • Complete all required and assigned HSE training at a satisfactory level
  • Follow all activity policies and procedures, including all HSE-related requirements always.
  • Participate in all HSE-related programs & activities as required, including incident investigations, interviews, auditing, and assessment, etc.
  • Report any conditions which you feel could result in an accident or injury and / or stop work if required. 

Education & Experience
  • High school diploma or general education degree (GED)
  • Minimum of 0 – 1 year Front Desk, Concierge, customer service or other hospitality experience is preferred.