receptionist/facilities Admin AssistantIBEX Global Solutions

Provide office support in order to ensure efficiency and effectiveness within the site.
Receive, direct and relay phone messages and fax messages
Direct the visitors and general public (applicants) to the appropriate staff member
Receive and route documents/ mails
Assist in the planning and preparations of meeting, conferences and client visits
Maintain and adequate inventory of office supplies
Provide secretarial support
Perform clerical duties in order to maintain site's administration
Develop and maintain a current and accurate database for company issued equipment and supplies
Coordinate the repair and maintenance of equipment and site
Monitor consumption of supplies
Perform receptionist functions
Answer all incoming calls and handle caller's inquiries whenever possible
Re-direct calls as appropriate and take adequate messages when required
Greet, assist and/or direct employees, visitors and the general public
Perform purchasing functions
Canvassing/ sourcing suppliers/ vendors/ contractors
Follow-up proposal/ quotations from vendors
Release of check
Perform other related duties as required
Prepare and mail packages
Class and allocate incoming mail
Run all aspects of equipment and supplies inventory and maintenance of inventory
Manage receiving and releasing of pertinent documents of the company.
Filing and organizing of files
Support with bookkeeping/accounting roles as appropriate
Assist staff in creating a system for responding to telephone and written requests for purchase or industry information
Assist in developing and establishing methods for quality control and accuracy of records
Communicate regularly with other Executives, Managers, and Support groups in the organization.
Conduct FGD completion for Facilities items
Coordinate to prepare BCP (site preparation, supplies inventory and requisition)
Administer facilities advisory
Manage and audit pregnant pass, parking pass and locker issuance
Be in charge of all requests that includes housekeeping personnel assistance, employee incentives purchase, printing, lamination, transportation, decoration, office supplies purchase, office equipment purchase, quotation and proposal, boardroom/recreational/music/gym/meeting rooms reservations, transmittal and shipping
Ensure to meet acceptable levels for concessionaires, suppliers, contractor's accreditations
Track and audit supplies inventory