Job Description

General / Daily: • Understand where T&S opportunities lie so as to achieve set targets and actively work towards these. • Opening Demonstration offices, Boardrooms / Meeting Rooms / Day Office by 8.30am • Monitor boardroom, meeting room, and day suite and videoconferencing bookings via Servcorp Online for clients on request. Ensure set up prior to arrival of client, providing complimentary water and crystal glasses for the correct number of attendees. • Tally daily usage of drinks from fridges (Kitchen and Boardroom) and record missing drinks. Enter daily into OTIIS. Give list to Manager when finished. • Maintain adequate amounts of paper in photocopier, advice team member responsible for stationery orders to order when stocks are low. • Correct time and date stamp all incoming mail and correspondence through the day. • Organizing delivery of incoming communication • Sort mail and have on client’s desk by 9:30am. • Sort all Virtual Office mail daily and give to virtual team to action. • Accompany the Manager on minimum one daily walk and take note of tasks to be fixed / improved to maintain Servcorp standards. Aim to correct by the end of the day. • Maintain 5 Star presentation on the floor • Set up for Servcorp and Client functions when required. • Sign your work with excellence. Aim to complete each task correctly the first time. • Be a team player and assist the rest of the team. • Outgoing postage (refer to instructions in The Library) Before you go home check: • Check photocopy area and fill paper • Check fax machine and fill paper • Lock Boardrooms / Meeting Rooms / Demo Offices • Lock work area cabinets / drawers • Keep the Manager informed of all areas relating to your position and your clients (includes positive comments, complaints, work load etc.) • Inform the Manager immediately of any conflicts relating to work or tasks you are unable to complete. • Office Assistant’s daily schedule to be checked off every day and placed on your Manager’s desk for the initial two months of job. • Your keys must not be given to anyone. If a client would like their door opened, we require you to open it for them. If you misplaced your keys find them immediately, ask all the team, maybe one of them picked them up. If you do not find them within 2 hours, your Manager must be notified. • Understand your T&S chargeable potential and strive to achieve this in providing 5 star service to our clients. Clients: • Provide great customer service, exceeding the client’s expectation – efficient, accurate and helpful. • Assist clients with general requirements. Notify secretarial team of any secretarial work requested by a client. • Maintain the highest level of confidentiality for Servcorp and every client. • Maintain a professional and friendly rapport with clients. Do not cross the line and be too casual. Do not discuss anything that you would not publish in a Servcorp newsletter. • Do not sit and wait for the client to ask for help. Be creative and offer suggestions. • Always be on time for client bookings – with notepad and pen. While relieving reception • Answer the telephones within 4 rings. • Clearly and correctly pronounce all company names. • Directing sales enquirers to the designated Manager, promptly and professionally (Aim 30 seconds within taking the call). • Keep a record of enquirers received • Ensure everyone stepping out of the lift and passing reception is greeted with a smile – friendly and professional. • Organizing security passes and office keys/keeping record up-to-date. • Keeping the reception and secretarial area tidy. • Handling client and guest queries professionally and keeping the Manager informed. • Prepare for enquirer – Servcorp personalized bookmark for profiles when required. • DO NOT FORGET VISITORS WAITING IN RECEPTION. Take action and follow up the client. • Greet all enquirers as outlined in The Library. Administration: • Responsible for end of month collation of figures as allocated by Manager. • Assisted with Servcorp work as instructed by managers at any time. • Maintain all Servcorp Client and Servcorp Virtual Office mail lists. • Maintain and update records for postage and newspaper. Enter into OTIIS. • Maintain bar and beverage stock levels. Write order in purchase book for the Managers approval. • Monthly stock takes of beverages and postage to be completed on the due date each month. • Use OTIIS task timer to record all T&S work. • Enter transactions into OTIIS daily. Manual / Equipment: • Read and understand the ‘My Servcorp Manual’ on Servcorp Online and refer clients to this information if they ask pricing and or about Servcorp services. • Stick to the Servcorp systems and frequently refer to the Library. • Understand the Servcorp financial benefits page and the benefits we provide our clients. • Be aware of how ALL equipment on the floor works: o TV o Video conferencing o IP Phones o Projector o All Boardroom equipment o Kitchen equipment o Photocopier o Scanner o Printers o Shredder o Binder (remember to empty the binder tray which catches all the bits of paper or the machine will break). Key Performance Indicators (KPI): • Maintain 5 star standards in Kitchen, Boardroom, Meeting Rooms and Demonstration Offices. • Efficiently & accurate completion daily tasks • Accurately sorting and delivery of clients mail • Providing great customer service to our clients, exceeding their expectation • Be achieving T&S monthly chargeable potential (within 20% of potential) Showing progressive increases since commencement date. • Completed all applicable Team Training schedules and received Accreditation Certificate for completion. • Successfully completed all applicable lessons on The Classroom. • Add value to Servcorp • Positive attitude and team player • Initial and date on all job as they print them off.

Requirements

Attitude • Be confident in your ability. • Friendly personality and great smile • Working in a 5 star service environment means we need to be flexible. • Positive • Enthusiasm • Open and approachable • Honest & sincere • Attitude: “The pleasure you get from life is equal to the ATTITUDE you put into it.” Communication skills • Speaks well and clearly • Articulate and be courteous to your clients. • Bi-lingual in regions where required • Good grammar, written and spoken, e.g. “Yes”, not “Yeah” • Follow up. If anyone asks you to do something keep them informed of the outcome whether the task has been completed or if there is a delay. Communicate what action you have taken. (Before you go home you must update the person with the latest information) Customer service skills • Always aim to provide a solution to every problem. • Genuine desire to assist clients • Interest in clients business and assisting them with solutions • Take initiative “a good Secretary anticipates what is required next and then some.” • Ability to actively approach clients. Good work ethics • Want to work and contribute • Want to achieve • Want to succeed • Not a clock watcher • Punctual Attention to detail

Employment Type

  • Full Time

Details

Employment type

  • Full Time

Educations

برای مشاهده‌ی شغل‌هایی که ارتباط بیشتری با حرفه‌ی شما دارد،