JOB DESCRIPTION SUMMARY

This role is responsible for delivering first-class Workspace and Guest Services by ensuring a seamless visitor journey, fostering a welcoming office community, and maintaining a high standard of hospitality. Key responsibilities include reception and visitor management, access control, mail and deliveries, and office support services. The role also supports meeting/event setups, courier coordination, supply management, and communication across the APAC Workspace Service team.

1. Delivery of first-class Workspace Services:

• Ensure a seamless and personalized guest journey.
• Assist in creating a community feel within the office environment.

1. Hospitality and Guest Services:

• Offer hospitality to visitors while they wait for their host to arrive (especially if water facilities are available at Reception).
• Be aware of fire exits and support evacuation during emergencies, escorting employees and guests to the assembly point.

1. Visitor Management:

• Familiarize yourself with the office layout and building knowledge.
• When a supplier/vendor/contractor arrives (arranged prior to their visit by the workspace team), check their name and proof of ID, and direct them according to Workspace team instructions.
• Maintain a tidy reception area and ensure all visitors are registered upon arrival (using the visitor book or relevant tools).
• Inform appropriate colleagues when their guest arrives (in case of difficulties, inform the Workspace team).

1. Access Control:

• Manage visitor access by creating, deactivating, and issuing new access badges based on instructions from the Workspace Service team.
• Retrieve access badges from day visitors when they leave the building.
• Keep the badges list up to date.
• In case of uncertainty with unexpected visitors, always consult the Workspace team before allowing entry for security purposes.

1. Mail and Deliveries:

• Sign for post and deliveries, placing them in the designated post room area.
• Do not open any letter or parcel unless instructed to do so.
• If applicable, open items unless marked confidential, and scan letters with a brief description in the email subject line for easy identification by the office team.

1. Additional Duties:

• Support pick-up or delivery of physical parcels or mail.
• Partner with the Workspace Service team for efficient communication and guest service.
• Book taxis as requested (where prepayment is not involved).
• Monitor office and pantry supplies, coordinating with the Workspace Service Manager for replenishment.
• Conduct floor walks to ensure the office space remains clean and tidy, reporting any faults.
• Place orders for the lunch boxes / catering requirements
• Assist with courier packages, including preparing shipping labels and planning collection from courier companies.
• Support in setting up meeting rooms and in-house events as directed by the Workspace Service Manager or event host.
• Account support across APAC Workspace Service team for ad hoc tasks