Facilities coordination, including arranging office equipment services (copier machine, dish washer, coffee machine etc), co-ordinate with landlord on air-conditioning services etc
Reception services, maintain visitors log book and access procedures (issue and collection of visitor access cards / badges for employees and affiliates) to ensure optimal security access control &provide all mail collection (internal and external) and distribution services and activities. These shall include, but not limited to, collecting, receiving, sorting, packing, organization, delivery and sending activities, responding to Viatris’ employee inquiries and complaints, arranging speed deliveries, adhering to security policies and procedures, etc in the mail room. Responsible for handling incoming and outgoing calls including distribution of any messages.
Receive, inform and guide visitors including co-ordination with client employees.
Provide assistance in general administrative activities and any other duties as assigned by Facilities Management team
Participate as a team member in responses to emergency situations for facilities matters
Manage invoices, ensure commitment & payment records are maintained and that payments are received by vendors.
Directing first-line complaints in regard to soft services to Facilities Management team
Ensure compliance with all governmental regulations on behalf of the client.
Assist AM to prepare monthly management report.
Ensure effective completion of all incident reports.
Assist AM on generating PO and Goods receiving
Ensure compliance with Jones Lang LaSalle minimum audit standards.
Manage end user expectations and requirement.
Obtain regular updates from supervisors (of soft services vendors) through weekly/daily briefings to have an overview of the operations of the site.
Provide assistance to users as and when required.
CANDIDATE SPECIFICATION: KEY SELECTION CRITERIA
Ideal Experience
Pleasant Disposition
Sound inter-personal skills /team player with client facing capabilities.
Enthusiasm and willingness to learn/take responsibility
Good PC literacy and proven ability to manage daily activities using various systems, including the internet, e-mail functions & all aspects of Microsoft Office.
Good written & oral communication skills
Well –organised
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