Receptionist & Admin Executive, Beijing

We are recruiting a Receptionist & Admin Executive in Beijing to provide professional secretarial and administrative support to both Facilities Manager and manage the day to day administrative services and adhoc request for the business. The jobholder will liaise with relevant internal and external parties to ensure smooth functioning of Beijing office environment. They will also ensure timely communication to Beijing staff of office-related issues.

How you will contribute:

Reception Duties

• Answer enquiries, transferring and screening telephone calls, providing assistance or routing calls as required
• Update telephone directory
• Greet clients/visitors and sign in
• Operate daily front desk duties in a professional manner
• Monitor courier deliveries and correspondence pick up in reception
• Maintain office tidiness & cleanliness, especially reception & greeting area
• Distribute weekly magazines
• Open and sort incoming / outgoing mail / package & distribution to staff
• Effective security control on issuance and collection of access card to/from staff and visitors
• Support access convenience to staff / visitor by release security lock

Administrative Duties

• Internal contact point to report fault to management office for air conditioning, office housekeeping, restroom problem and to report phone/ network repair services
• Arrange overseas & local courier
• Assist to place order for general office supplies & refreshment
• Assist hotel & flight booking for Asia region staff
• Coordinate and process work with staff on business/China visa application
• Updating hotel corporate rate annually
• Administrate of audio conference / voicemail account set up & termination
• Handle name card & correspondence printing for Asia region staff
• Provide monthly report of printing expenses, audio conferencing and courier cost allocation
• Assist Manager & Supervisor on adhoc work & function etc.
• Prepare the welcome kit to new joiner & collect company properties from leaving staff

Office Emergency, Health & Safety

• Fire Safety - Be a fire warden and assist supervisor to operate fire drill annually
• Office Health & Safety - Keep track on the stock of disinfected liquid, surgical mask & refill necessary
• Business Continuity Plan in Facilities - Familiar with facilities work procedures & service coverage in case of disaster recovery drill & activation

The ideal skills for this role are:

• College degree holder
• Experience and knowledge in office administration
• Proficiency in Microsoft Office - Excel, Word & Powerpoint
• Fluency in English and Mandarin
• Ability to work courteously and professionally
• Ability to be an effective communicator
• Attention to details
• Good task planning and time management skills
• Multitasking skills within a variety of environments