Receptionist cum Manager Assistant

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Salary: Negotiable

Number of vacancy: 1

Posted Date: 19/06/2019

I. Main Duties and Responsibilities

1. Reception & Incubation Space:

    • With a service oriented mind and professional attitude as well as a high sense of responsibility toward the company’s branding and fame, greet and welcome guests as soon as they arrive at the office. Particularly conduct special welcoming processes to VIP guests such as main investors and their guests. 
    • Direct visitors to the appropriate person and office.
    • Answer, screen and forward incoming phone calls.
    • Provide basic and accurate information in-person and via phone/email.
    • Receive, sort and distribute daily mail/deliveries.
    • Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).
    • Update calendars and schedule meetings.
    • Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing.
    • Create and translate simple documentations and forms in relations with Reception processes as well as the physical management of the Reception and Incubation space.
    • Ensure the reception and incubation space always cleanly and physically work well (cooperate with Admin staff and IT staff to solve technical problems occurring at the reception and incubation space.
    • Ensure all meeting rooms and telephone booths cleanly and tidy before use. Manage and deliver simple notice and announcement on those booking for work use. 
    • Ensure the overall office clean, tidy and safe from hazardous things. 
    • Order all necessary accessories and things for Reception and Incubation space as well as keep inventory of those stocks. (Collaborate with Admin staff)

2.Support in implementing Health care benefit program: 

    • Daily Healthy Start-up”
        • Order fruits based on weekly/monthly menu and aligned with the given budget as well as the availability of fruits; make fresh juice; supervise the delivery of fresh fruits three times in the afternoon. 
        • Order coffee bean, support works related to coffee grinding, making, preserving and using in daily basis. 
        • Inform/notice about any update regarding the program implementation
    • Other health care benefit programs implemented under the scope of Org.Dev (change time to time)    
    •  Support in ordering daily lunch for employees. 

3.Support in implementing the Training and Development programs:

    • Support in communication and announcement about Training and Development programs upon relevant instruction time to time.  
    • Receive registration, contact to the registrants, confirm and remind of their participation, as well as to trainers to support them in materials preparation. 
    • Check attendance and do simple statistical work or summarize satisfaction survey.     

4. Support in supervision of the library usage.

    •  List out all books for the library (both newly ordered and existing books and given away books) on a google sheet which can be used as a book borrow and return online form .  

      Supervise the books usage and maintain them in a good physical condition. 

    • Receive request in ordering good books monthly based on the given budget.

    • Inform/notice about any update regarding the library’s usage. 

5. Support in organizing the Company Internal Events organized by Org.Dev

    • Support in company event logistics. 
    • Support in coordinating with the event organizers in order to keep the timeline of preparation on track. 
    • Others as required time by time within the scope of Org.Dev. 

II. Skills 

    • Senior college students at major of humanity or foreign language
    • Professional appearance with nice smile.
    • Must have a customer service attitude.
    • Hands-on experience with office equipment (e.g. fax machines and printers)
    • Good knowledge and understanding of being assistant to managerial position.
    • Ability to be resourceful and proactive when issues arise.
    • Good English skills

III. Other Skills

    • Fast-learner
    • Good sense of responsibility
    • Integrity
    • Loyalty
    • Japanese skill is a plus.
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