Front Office Executive

Description

• Providing assistance with the arrangement of courier services at the request of staff members
• Handling multiple tasks such as calls, visitors, and administrative duties.
• Meeting & Greeting the Clients/Vendors/Visitors
• Arrangement of tea/coffee and ordering lunch (when required) for visitors.
• Preparation of necessary docs, obtaining necessary approvals, & Maintaining records
• Accurate management of the meeting room calendar and assistance with scheduling meeting rooms for staff members as required.
• Managing and updating vendor files as advised by the office manager
• Booking vehicles for the delivery of drawing submittals, confirming delivery has been completed, and maintaining an accurate record of this activity.
• Ensure the “Project concept reports system/cupboard” / Tender Documents cupboard is up to date at all times
• Maintaining the Visitors' Book
• Printing of ID cards, name plates, & Employee wall photos & ensuring all new and existing staff member photos are updated on the company intranet & reception wall
• Booking transportation, i.e., taxi bookings or local drivers for staff members / Radio Cabs (Ola & Uber), Assistance as required.
• Responsible for managing the activation of new employees'/visitors’ access cards.
• Managing the Office, Pantry, washrooms & internal meeting rooms upkeep & maintenance regularly.
• Maintaining Library (Inward / Outward entries / Management)
• Handling of vendor creation, Printing Invoices, POs, GRN, and submission to Finance
• Check the balance on a weekly basis and share the balance update with the finance team
• Maintaining and managing the weekly drawing submission log.
• Maintaining the site visits register
• Accepting and arranging courier drop-offs and collections on behalf of staff members.
• Coordinate between the Requisitioner and the Courier Agency for the Document/Asset, etc., courier
• Understanding the card activation procedure and being responsible for the issuance of these to all new employees and visitors as required.
• Responsible for the presentation and cleanliness of the reception area

Requirements

• Travel Dashboard Management
• Ability to handle inquiries and provide a welcoming experience.
• Updation of Grab Bag (as per Audit compliance)
• Experience 5 to 6 years minimum in reception, administration or customer service roles.
• Downloading PDF & Excel invoices & submitting to finance.
• Proficiency with MS Office.
• Reception telecom management.
• Updation of the First Aid Box medicine
• Strong verbal and written communication skills.
• Bachelor’s degree preferred.

Benefits

• Buro Happold values an individual's flexible approaches to working patterns as an important part of the way you work and achieve balance. We welcome applications from those who are seeking flexibility in their careers.
• Allocation of Access Cards, Stationery & Attendance Muster

Training + Development

Interview process

Visa Sponsorship

Security clearance