Receptionist and Administration Associate

Overall governance
• Ensure understanding of administrative service policies and guidelines, as well as related work processes and procedures, in order to understand tasks needed to be carried out according to function’s policies and frameworks, as well as to ensure alignment and compliance with the company’s overall direction, standards, and governance.
• Support periodic revision of policies, standards, guidelines, work processes and procedures that are relevant to administrative service work, to ensure efficient operation and alignment with company’s policies & compliance with relevant governance.

Function-related accountabilities?
1. Reception
• Welcome visitors in a warm and friendly manner, and respond properly to questions asked by visitors such as service of WHA, directions, etc., in order to ensure a positive attitude of visitors towards WHA.
• Answer phone calls in a polite and friendly manner to ensure beneficial information as needed is completely informed to callers.
• Keep records of detailed of visitor requests and calls received to ensure data availability for service improvement.
• Ensure reception area and common areas are in a neat and tidy manner to ensure the first impression of visitors towards WHA.
• Assist messengers in prioritizing work orders to ensure all parcels are delivered in a timely manner.

2. Administration
• Perform basic activities of administrative support for hard services, including arrangement of consumable items, office tools, supplies, stationery, meeting room reservation, car reservation, etc. to ensure operation smoothness of different functions within the organization.
• Perform basic administrative activities for people-related services, including the arrangement of documentation related to responsible functions/departments, and other necessary activities to facilitate work progresses, in order to ensure smoothness of business operation, as well as the availability of documents provided in a timely manner.
• Prepare basic documents, which may include but are not limited to lease and service agreement drafts, as well as any documents as assigned in order to support undertakings by teams such as sales conclusion, document for building handover and building handover back, etc. (if necessary).
• Maintain and update customer information in order to ensure accurate, complete, and up-to-date customer database.
• Prepare performance/ progress reports for any relevant functions/departments on a monthly, quarterly, and annually basis, as necessary, in order to ensure sufficient information is provided for further in-depth analysis and decision-making.
• Perform documentation filing carried out by teams, as well as maintain the system for storage and backup documentation to ensure all crucial documents are stored compliant with related regulations and standards and ready for utilization.
• Assist members within functions/departments in coordinating with general outsourcing services (if needed) and other functions/departments to ensure smooth daily operations.