Secretary/ Receptionist

Temps is the leading company providing integrated HR services and workforce solutions for white collars professionals. Founded in 2011 as part of an IT group, historically we build our core expertise for the IT&C sector. Temps capitalized the market knowledge and expended its expertise to expanding industry sectors. The company has been growing out of passion for an outstanding performance for both candidates and clients. We continuously invest in technology and process digitalization as key components for a flexible and effective service.

What differentiates us is what makes us stronger as a team. Values are what keeps us together and define us In our efforts to achieve goals, honor commitment and create a great service experience.

Find your next career opportunity in our list of open positions. If you’re an experienced professional, that’s wonderful. If not, that’s still ok, as long as you have enthusiasm and drive. For us, it’s not about years, it’s about attitude.

Knowledge, Skills and Experience:

• 1+ years of experience in a professional office environment providing general office support
• Relevant experience in printing and production
• Exceptional customer service skills
• Strong interpersonal skills, and the ability to deal professionally with clients, vendors and associates on the phone and in person
• Professional demeanor and appearance
• Ability to adapt to different people, situations and changing priorities with grace and flexibility as well as demonstrating an appropriate sense of urgency
• Reliable and punctual
• Strong organizational skills, with demonstrated ability to multi-task and prioritize effectively
• A strong focus on detail and accuracy of work
• Strong time management skills
• Ability to communicate openly and effectively both verbally and in writing in business standard English and in local language as appropriate
• Basic knowledge of Microsoft Office suite and Outlook
• Knowledge of AV equipment and limited technology in a meeting environment
• Heaving lifting may be required
• May require additional time commitment outside of normal business hours
• High School diploma, certificate or official equivalent

Essential Duties and Responsibilities:

Reception backup:

• Perform all duties related to the reception including call and visitor handling.
• Meet, greet and announce visitors in a professional manner.
• Ensure visitors are identified in accordance with security procedures.

Conference/ Meeting Room Setup and Facilities Support:

• Ensure conference rooms/ meeting rooms are stocked with equipment and/or refreshments daily, as required.
• Organize catered meals and provision of special equipment, as required.
• Perform regular maintenance and inventory of basic meeting room equipment such speaker phones, tables and chairs, projector screens, lighting and heating/ air conditioning.
• Proactivelly ensure that excellent housekeeping standards are maintained in conference/ meeting rooms and office area.
• Help to maintain the overall cleanliness and order/organization of the office space. Ensure office equipment is properly maintained.
• Work with building management, office management, Real Estate and outside vendors to arrange for repairs and maintenance relative to office furnishings, fixtures, equipment, space, and services.
• Support maintenance of local asset inventory listings.
• Support maintenance of up-to-date floor plans.
• Assist with the coordination of workstation moves and other space adjustments to meet business needs.
• Support Real Estate activities as necessary.

Support of IT-Related Tasks

• Assist with the selection, ordering and installation of new and replacement multi-functional devices and other network printers.
• Respond to notifications of a malfunctioning multi-functional device and troubleshoot the issues (e.g. add paper, remove paper).

Print, Post and Purchasing Support:

• Manage post and courier services to ensure timely collection and delivery.
• Oversee stationery supplies and stock levels. Place orders for stationery and general office supplies, and maintain proper records.
• Assist with checking and coding of vendor invoices before passing to Finance for payment, as required, and monitoring of vendor performance, escalating questions/concerns to the Office Services Manager.
• Print and bind client reports/proposals/other materials in a timely, accurate and professional manner.
• Cultivate a professional habit in understanding market development and pricing for different office supplies and equipment. Provide suggestions for upgrade, replacement, etc. Assist in price negotiation and vendor selection.
• Ensure goods and services provided by vendors are acceptable and satisfactory.