Front Receptionist

Summary

The Front Reception & Office Administrator is responsible for a wide variety of clerical and administrative duties in support of company. This includes coordinating and communicating office activities, data entry, greeting and screening visitors, answering and re-directing inbound telephone calls, scheduling appointments, preparing new documents as requested and monitoring office supplies and stationery stationary supplies.

Core Competencies
- Customer Focus
- Communication
- Energy & Stress management
- Team Work
- Quality Orientation
- Problem Solving
- Accountability and Dependability
- Operating Equipment
- Ethics and Integrity
- Attention to detail

Job Duties
- Refer all inquiries to the appropriate individuals, divisions, or departments across the organization.
- Type forms, letters, reports, and memos as necessary.
- Receive and distribute all forms of paper correspondence.
- Organize, maintain, and coordinate office records and files in their proper locations.
- Where necessary, assist in the entry and compilation of data for various reports or for various departments.
- Coordinate the logístical aspects of departmental programs, such as meetings, seminars, workshops, special projects, training, and events.
- Monitor health and safety and other regulatory compliance matters, and facilitate training or external reporting where required.
- Arrange and book meetings in boardrooms, off-site conference halls, and other locations; ensure the appropriate presentation equipment is there.
- Participate in policies and procedures issues.
- Perform all job functions with adherence to GVL corporate values.
- Effectively work with all GVL departments in order to meet specific product and customer requirements.
- As a client-facing worker, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions.
- Provide information to staff and/or clients about special activities.
- Arrange travel bookings via approved providers
- Arrange offsite meetings and hotel room accommodations as requested
- Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence.
- Maintain the reception in a tidy and presentable manner.
- Accept and monitor inbound shipments as necessary.
- Maintain custom filing system
- Maintain company purchasing filling system
- Manage visitor logs and issue visitor passes
- Ensure all visitors abide by safety protocols when on premises
- Perform general administrative tasks such as filing, data entry, photocopying, and scanning
- Schedule appointments, meetings, and conference rooms as needed
- Assist with document preparation, reports, and correspondence
- Maintain office supplies inventory and place orders when necessary
- Coordinate travel arrangements and itineraries, if required
- Support various departments with ad-hoc administrative tasks
- Perform other duties as required (Some Accounting duties)

**Requirements**:

- High school diploma or GED, or an acceptable combination of education and experience.
- Minimum 3 to 5 years of direct work experience in a receptionist capacity.
- Strong knowledge of general office procedures involving procurement, travel arrangements, budget management, and so on.
- Superior typing and dicta-typing skills.
- Able to write simple correspondence, including memos, letters, etc.
- General mathematical skills.
- Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items.
- Strong knowledge of Microsoft Office products, including Excel, Word, and PowerPoint.
- Able to maintain filing systems and basic databases.
- Excellent analytical and problem solving skills.
- Meticulous records maintenance skills.
- Superior telephone manners and strong interpersonal skills.
- Strong written and verbal skills to communicate with all levels of the organization and its executive team.
- Strong customer service orientation.

Working Conditions
- Ability to attend and conduct presentations.
- Able to occasionally lift items as heavy as 50 lbs.
- Manual dexterity required to use desktop computer and peripherals.
- Overtime as required.

At Guide Valve Limited, we are committed to fostering a workforce that reflects the diversity of the communities in which we operate and serve. Guide Valve Ltd is an equal opportunity employer that considers applicants without regard to age, race, national origin, religion, creed, gender, sexual orientation, disability, or any other protected status.

If you are selected to participate in the recruitment process, please inform Human Resources of any accommodations you may require. Guide Valve Limited will work with you in an effort to ensure that you are able to fully participate in the process.

Pay: $45,000.00-$55,000.00 per year

Schedule:

- Monday to Friday

**Language**:

- Mandarin (preferred)

Work Location: In person