Job Description

About the Role:

The incumbent will be the 1st company representation at the receptionist desk and overall office management for the Business Excellence Center. He or she will be responsible to handle phone calls, visitors, office safety coordinator and overall office management as well as the contact person to liaise with related external vendors.

Key Responsibilities includes;

Reception and Office Management

• Perform general reception responsibilities such as answering incoming calls, handling queries and transferring calls
• Greeting, welcoming and directing the visitors appropriately and notifies the company personnel of the visitors arrival
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor visitor list, issue visitor token, Envoy registration)
• Liaise with and be the main point of contact for building management for office premises defect, rectification issues and day to day office management including office security contact
• Liaise with external vendors / service providers for any office and facilities related issues e.g.: Office Lights, Air-con, Coffee machine, Office Furniture, copier machine, working closely with cleaning services for office cleanliness
• Handling of all incoming local/overseas couriers/mails. Perform general mailroom responsibilities. Record receipt of documents or parcel to ensure proper accountability
• Responsible for the office safety compliance administration, visitor leaflet issuance, evacuation name list, acts as Fire Warden and evacuate staffs during fire drills
• Ensuring the service agreement are keep up-to-date such as Fire Extinguisher, Water Dispenser
• Create and ensure the administrative e-folders are kept up-to-date e.g.: Phone Directory, office tokens, locker assignment,
• Registration of new employees fingerprint, management of token for visitors (issue and retrieve),
• Management of quarterly parking card lucky winner and for pregnant ladies (issuance & collection)
• Liaise with vendor and relevant support department on printing of business cards. Review the details on business cards for employees.
• Support organization of key leadership meetings and preparing the townhall space for large meetings e.g.: preparing of refreshments, plating, cleaning of utensils, arrangement of the drinks and foods before the meetings, clearing the used utensils, replenish the refreshments, chair arrangements, arrange takeaway lunch where required
• Arranging ground transport to and fro from airport e.g.: Liaising with colleagues on pick-up time/location
• Source and procure office stationery, office equipment and pantry supplies; manage the inventory and replenish these items timely
• Responsible for weekly fruit day arrangement timely
• Prepare the Welcome Box and allocation of lockers for new employees
• Invoices Management; verify invoices to ensure that it is correct (ground travel, couriers, stationary, pantry supply, utilities, emergency equipment etc.), inputting Cost centre and GL code.
• Ensuring storage room are kept tidy and inventories are adequate for the requirement
• Main Festive celebration: sourcing for catering, placing of orders, coordination of setup/teardown
• Manage and replenish pantry items, snacks as well as weekly fruit day arrangement
• Staff Chocolate purchase (Quarterly) - work closely with related Site HR
• Provide day-to-day admin adhoc supports

About You:

• Possess at least Diploma/Degree in Office Management or Administration or secretarial science or any other related fields.
• Minimum 3 years working experience in office management or administration
• Has experience in managing reception, office, visitors, handling events and travel agencies
• Proficiency in Microsoft Office Suite
• Strong command of English communication (Verbal & Written)
• Good interpersonal skills
• Professional attitude and appearance
• Multitasking and able to work under fast pace environment
• Ability to be resourceful and proactive when issues arise
• Excellent organizational skills

At Barry Callebaut, we are committed to Diversity & Inclusion. United by our strong values, we thrive on the diversity of who we are, where we come from, what we\xe2\x80\x99ve experienced and how we think. We are committed to nurturing an inclusive environment where people can truly be themselves, grow to their full potential and feel they belong. #oneBC - Diverse People, Sustainable Growth.

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Barry Callebaut