As the Receptionist you will assist the Floor Manager to facilitate the smooth running and functioning of the luxury offices at a 5 star commercial building. You will be based at the reception area of floor level and you will be the first point of contact to tenants and their costumers, and will represent the Landlord, in a professional, courteous and proficient manner.
You will also organize and coordinate all administrative and operational activities that are requested by the Floor Manager to facilitate the smooth running and functioning of the Turnkey offices.
Offer consistently professional, engaging service and deal efficiently and promptly with any queries;
Assist the Floor Manager, which includes but is not limited to:
Maintain the floor and all shared equipment clean, organized and well maintained,
Liaise and oversee all third parties related to the management and maintenance of the floor and its equipment,
Assist with overseeing new staff or service providers as required and when necessary,
Ensure the floor is conforming to organizational procedures and safety standard;
Be in charge of the reception and tenant management, which includes but it not limited to:
Meet and greet visitors at all levels of seniority,
Answer phone calls in a professional, polite, welcoming and courteous manner,
Manage and prepare the shared meeting rooms, serve refreshments to visitors before and during meetings,
Assist Floor Manager with preparation of reports to be presented in weekly meeting to the landlord
Assist Floor Manager with preparation of monthly reports
Assist Floor Manager with preparation of monthly accounts to tenants when necessary,
Organize move-in and move-out inspections and inform Floor Manager accordingly
Ensure all Tenant documents are up to date and maintain a proper filing system for both soft copy and hard copy
Assist tenants with payments; follow up on payments and contract renewals/non renewals as per landlord’s policy and procedure
Ensure proactive communication and good relationship with the tenants and report any requests and preferences to the relevant entity.
Coordinate with the FM Team with regards on the tenant’s maintenance complaints and/or any related maintenance issues
Keep track record and update Floor Manager of pantry and floor consumables stock
Other responsibilities requested by the reporting manager
Excellent English speaking and writing skills;
Administrative / Business / Office Management qualifications;
Excellent telephone and reception manner, can deal with enquiries confidently;
Ability to priorities and schedule work;
Positive Attitude, confident and professional.
Organization and methodological skills
Attention to detail
Immediate reporting to line manager
Analytical and reporting skills
Ability to follow direct instructions
Capability to master internal software
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