Receptionist and facility coordinator (Client site -1 year contract)

Summary The role of FM Support Specialist (Reception and FC) is to is to provide a welcoming and efficient point of contact for visitors, clients, and employees, facilitating smooth communication and operations within the office environment. The receptionist serves as the first impression of the organization, creating a positive experience for guests and ensuring their needs are met promptly and professionally.

General Customer Service Meet and greet visitors proactively, with a professional greeting and smile Guide visitors to the relevant waiting area or meeting room and inform host of the visitor’s arrival Answer the phone with a professional corporate greeting Manage individual and corporate inboxes to support the business units for answering the email queries Proactively develop and manage Client relationships in ensuring that excellent customer experience is achieved Comply with the client’s requirements and actively review customer’s feedback with the FC to enhance the overall customer experience on site Concierge/Reception Desk Receive overseas staff & visitors using the agreed registration system Proactively maintain the front of house/reception area and adjacent services such as meeting rooms, waiting areas, entrances, collaboration space, pantry, and lounge areas to a high standard of presentation Monitor and update relevant processes and guidelines to a central SharePoint location Updating Roche phonebook according to all New and Expired Employee announcement) Ensure reception desk coverage is in line with building operating hours agreed roster Notifying the receiving party to collect the mail, quick service, business card in time Help & Support Manage all requests regarding car park, quick deliveries, and relevant systems are updated as required Visitors access management and provide solutions for their requirements as it relates to the workplace  Corporate seal, corporate documents management in line with the Roche process and procedures Ensure service deliverables are met as per agreed SLA & KPI Reviewing corporate card application, and forwarding to the applicable party in the client bank Be responsive and problem solves on issues raised by the client, escalate the issues to FM when additional follow-up is required Ensure compliance with client’s policies and procedures Monthly Roche invoicing administrative work Reducing energy consumption via turning off all office floor lightings after office hours Lost and found record management  Distribution Assist with displaying new books (If there is any) Coordinate the delivery of bulk deliveries such as marketing materials and ad-hoc stationery items by directing external delivery representatives to applicable storage areas Support with topping up and arrangement of ordering office supplies as and when requested by Roche Facilities Management & Risk Compliance Escalate all risks and issues to the direct manager Responds to reactive maintenance and service requests in a timely manner Ensure all contractors on site are fully inducted with all risk assessments and Client, Cushman & Wakefield and Building Management compliance requirements in place prior to commencement of work Check and review site contractor’s work to ensure compliance with contract or purchase order and confirm completion of work to the agreed service standard Follow all processes and playbooks with regards to all the services delivered by this role Conduct property inspections and audits involving the review of property operations to ensure cost Review and update compliance databases to ensure statutory and regulatory compliance and conduct Contractor audits to SLA and Risk Management standards Site Operations Where the Site FM Lead is located at another site, ensure the site operations scope of work is being delivered as per the contract and agreed service delivery standards