ADMINISTRATION ASSISTANT / RECEPTIONIST

  • Company: LVMH Asia Pacific
  • Country/Region: Hong Kong
  • Business group: Other activities (hospitality, media, etc.)
  • Contract type: Temporary Job
  • Function: Human Resources
  • Experience required: Beginner
  • Reference No.: LVMH01150
  • Date of publication: 2020.05.18

Position

Major responsibilities for this position will include but are not limited to:

 

  • Responsible for receptionist duties: (40% of time)
    • Handle all incoming calls, filter calls and take messages where required.
    • Manage office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
    • Act as the primary contact for courier arrangement for general purpose. Handle all incoming mail & address them to the correct recipients
    • Greet and provide general support to visitors such as directing them to the appropriate meeting rooms and ensuring they are properly taken care of   
    • Keep the Hong Kong office telephone directory updated (LVMH holding only)
    • Support staff activities and other ad-hoc duties as required under the supervision of Executive Assistant and Office Administrator.
    • Provide general administrative support from time to time to the LVMH House operations after aligning with Learning & Development Team and EA & Office Administrator

 

  • Support office administration: (60% of time)
    • Communicate with external vendors for office supplies and consumables, help to manage supplier accounts and assist in negotiating contracts, quotes and payment terms regularly with procurement team.
    • Monitor and maintain adequate inventory of office supplies & consumables including but not limited to stationeries, access cards and pantry utilities.
    • Coordinate the printing of corporate materials e.g. business cards, company envelopes and company letterheads.
    • Liaise with various vendors on cleaning & security services to maintain office conditions.
    • Arrange & supervise necessary repairs in office e.g. office furniture, devices and electrical appliances, locksmith, lightings.
    • Coordinate with internal & external parties for property maintenance e.g toilet repairing, AHU room check, switch room check, power suspensions check.
    • Coordinate, manage & dispatch orders/prints such as annual reports, booklets, cards form headquarter for Hong Kong, China & Singapore.
    • Closely work with the tea lady to facilitate the smooth running of the office and
    • Maintain the tidiness of reception area, meeting rooms, pantry and other common office areas.
    • Act as the primary contact for landlord maintenance work arrangements
    • Help prepare the T&E report for tea-lady with office expenses
    • Keep record & maintain warranty of common facilities including warranty of electrical appliances & the operation manuals

Profile

Requirements & Competencies:

  • Minimum 3 years of relevant working experience.
  • Able to work independently but also collaboratively with cross functional teams.
  • Well organized, detail-minded and customer service oriented.
  • Adaptable and willing to learn.
  • Self-motivated, able to work under pressure and tight deadlines.
  • Required to work from time to time on weekend to supervise office maintenance duties
  • Good interpersonal and communication skills
  • With high sense of service provision
  • Excellent command in written and spoken English.
  • Proficient in Microsoft office including Word, Excel and Powerpoint.

Additional information

The Administration Assistant / Receptionist will provide reception and general administration support for our Hong Kong office and will report to the Executive Assistant & Office Administrator in LVMH Asia Pacific in HK.

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