Front Desk CoordinatorThe PositionReporting to the Head of GFE, an exciting opportunity has arisen for a full-time Front Desk Coordinator to join our high performing team!
Your role as the Front Desk Coordinator is to greet guests, clients, or customers as they enter the premises, creating a positive first impression.
An important part of this role is managing communications, incoming phone calls, emails, and other forms of communication.
You will monitor who enters and exits the office premises, maintaining workplace security, supporting office facilities, and assisting with office operation tasks.
Tasks & ResponsibilitiesManage all front desk operations.Manage facility-related contractors (cleaners, landscaping, contractor works) while maintaining good relationships with the landlord and all GFE vendors.Get and negotiate quotations with some services from regular vendors.Assist GFE manager in vendor selection and contracts.Follow sourcing compliance guidelines for open POs and GR.Manage consistent selection of pantry and office supplies and order refills on-time.Arrange schedules for hard services (maintenance for CCTV, access control) and soft services (pest control, pantry supplies, office supplies, office plants & flowers) and follow up with reports from vendors.Conduct daily/weekly site tours for a spotless office space and record issues in site tour inspections.Ensure there are no safety hazards on site.Report to GFE manager all incidents, issues, and address feedback/complaints, and follow monthly report templates.Assist employees in parking registration/cancellation and other landlord-related requirements.Coordinate and assist users to arrange logistics for office events per request.Provide meeting room support including helping set up training rooms when required (town halls, etc.
).Take ownership of site facilities requirements to give a WOW experience to guests and employees and proactively resolve issues quickly.Respond timely (within 24 hours via email/in person), follow up, and close internal and external requests.Prepare, update, and send monthly reports to GFE manager: company cars, parking, keys management.Assist GFE manager with projects such as office project, sustainability, EHS, savings.Other tasks requested by GFE manager.RequirementsAt least 1 year experience in a receptionist role or similar position with good hospitality and customer service skills.Intermediate level of Microsoft Office (Word, Excel, PPT).Proactive and self-motivated person with a can-do, customer service-oriented attitude.Good communication and interpersonal skills.Time management skills and an eye for details.Able to work in a high-pressure environment.Able to be part of a team and work collaboratively.Willing to learn and adaptable to changes.What we offerBoehringer Ingelheim offers competitive remuneration, an attractive bonus scheme, health insurance, an employee assistance program, development programs, and career development opportunities.
We want the best to applyBoehringer Ingelheim is a global employer who takes pride in maintaining a diverse and inclusive culture.
We embrace diversity of perspectives and foster an inclusive environment that benefits our people, patients, and communities.
How to applyIf you would like to be part of this highly driven and successful team, please submit your CV and a covering letter addressing the key criteria above.
You must have the right to live and work in this location to be considered for this opportunity.
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