Facilities Assistant

Key Responsibilities

• Front Desk &
  • Visitor Management

• Greet all visitors, clients, and employees with a warm and professional demeanor.
• Manage the visitor registration process, issue badges, and notify hosts of guest arrivals.
• Answer, screen, and forward incoming phone calls in a timely and professional manner.
• Monitor the reception area to ensure it is always tidy, presentable, and stocked with necessary materials.

Administrative Support

• Manage incoming and outgoing mail, courier packages, and deliveries.
• Assist with basic administrative tasks such as data entry, filing, and document preparation.
• Support meeting room management: check availability, set up rooms with required equipment (AV, water, stationery), and ensure rooms are cleared after use.
• Assist with travel arrangements or event coordination as requested by the management team.
• Office Operations &
  • Coordination

• Liaise with building management and internal facilities teams to report maintenance issues in the reception or common areas.
• Monitor office supplies inventory at the front desk and place orders when necessary.
• Ensure compliance with office security protocols, including monitoring access control systems if required.
• Support ad-hoc requests from the Workplace team to enhance the overall employee experience.
• Health &
  • Safety Compliance

• Act as a fire warden or emergency contact point during drills or actual emergencies.
• Ensure that safety information and emergency contact lists at the reception are up-to-date.

Qualifications &

• Requirements

• Education: College degree or equivalent vocational training in Hospitality, Business Administration, or related fields.
• Experience:1–3 years of experience in reception, customer service, or administrative roles.Prior experience in a corporate environment, hotel, or premium property management is highly preferred.
• Language Skills:Fluent in Mandarin Chinese.Good command of English (both written and spoken) to assist international visitors and colleagues.
• Technical Skills:Proficient in Microsoft Office Suite (Word, Excel, Outlook).Familiarity with office equipment (printers, scanners, phone systems).
• Core Competencies:Professional Image: Well-groomed with a strong sense of professionalism and etiquette.Communication: Excellent verbal and written communication skills; able to interact confidently with senior stakeholders.Service Mindset: Proactive, helpful, and patient with a genuine desire to help others.Organization: Strong multitasking abilities and attention to detail.Discretion: Ability to handle confidential information with integrity.