Front Desk Receptionist / Office Administrator

Job description:

The Front desk officer / Office Administrator is responsible for the general operation of our office. Duties will involve greeting visitors, answering incoming phone calls, purchasing office and warehouse supplies, and taking proper inventory, and supervising our office cleaning staff to ensure maximum productivity. The role will also assist with other HR-related tasks.

MAJOR DUTIES AND RESPONSIBILITIES

RECEPTION

• Greeting visitors, answering a high-volume of incoming phone calls and delivering world-class service to our customers.

• Assisting clients, suppliers, other visitors in finding their way around the office.

• Receive, sort, and distribute the mail.

• Maintains the cleanliness of Reception Area.

• Distribute correspondence memos, letters and forms.

GENERAL OFFICE OPERATIONS

• Overseeing general office operation.

• Supervising cleaning support staff by providing clear schedule on office maintenance (e.g., window cleaning, carpet cleaning, etc.)

• Ensure that all boardrooms are equipped with basic amenities (e.g., notepads, pens, water, etc.)

• Ensure that the feng shui tokens and charms are in the right place and functioning properly.

• Ensure that all offices have adequate stocks of water, medicine and other necessities.

• Coordinating appointments and meetings, and boardroom usage using the Whatspot Calendar and Boardroom RaiseATicket websites.

• Prepare the boardrooms daily. Ensure that the facilities are plugged-in before the start of the first meeting of the day and plugged-out at end of day.

• Ensures operation of equipment by completing preventive maintenance requirements.

• Maintains equipment inventories.

• Coordinates repairs to office equipment and other assets to supplier/contractor and Business Development department.

• Process delivery/pull out permits, work permits for office movements.

PURCHASING

• Ordering office and warehouse supplies and equipment and maintaining proper stock levels.

• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.

• Maintains a list of suppliers for supplies, repairs & maintenance, and others for easy reference.

• Prepares and monitor invoices.

HR and ADMIN TASKS

• Assist in other HR related functions such as assisting applicants for interview, HR activities, etc, when needed.

• Responsible for SPI recruitment of Rank-and-File positions ONLY.

• (Specifically: Sales/Store Staff, Sales Advisor/Associate and Warehouse Assistant)

• Assisting colleagues with administrative tasks.

• Performing ad-hoc administrative duties.

• Provides information by answering questions and requests.

• Handles sensitive information in a confidential manner.

• Process Request for Payment (RFP) of Internet and Electricity Billing (Head Office)Meralco, Innove, PLDT Soa (Head Office Account)

• Receives Soa and Oversee Billing Monitoring

• Performs other tasks that may assigned from time to time.