Receptionist (Fixed Term)

• Coordinate with retail/branch stakeholders to address site inspection outputs and building risk actions, ensuring updates are recorded on central tracking systems.
• Collaborate with the distribution support team to cascade details of mobile/visiting supply chain personnel to the retail/branch network.
• Engage with landlords to address building-related impacts, inspection requests, and coordinate consents and access/maintenance permits.
• Update internal environmental reporting with saving plans and sustainability/CNZ reports from central business intelligence dashboards.
• Track and manage budget approvals in accordance with specified financial processes.
• Maintain the parking allocation database and act as a CS liaison with Physical Security for assigned car parking allocations.
• Process and code network utility bills, engage with utility providers for queries, and ensure proper invoice coding.
• Coordinate and communicate with the retail/branch network to ensure effective progress and completion of scheduled fire/safety drills.
• Collaborate with the retail/branch network to maintain the availability and application status of Emergency Response Plans.
• Coordinate health and safety (H&S) inquiries and requests between the retail/branch network and CS health and safety manager and provide necessary liaison support as guided.
• Coordinate with appointed consultants regarding the status of building statutory permits until permits are issued and received.
• Maintain H&S notice boards, ensuring compliance with internal policies and guidelines.
• Liaise with appointed training providers to schedule health and safety training, manage payment coordination, and ensure timely certificate issuance.
• Serve as an interlink between selected project frontier teams and the retail/branch network, reporting progress on execution of project requirements.
• Follow up on payments with H&S suppliers, vendors, and service providers internally.
• File H&S documentation, training certificates, logs, and reports, ensuring timely soft copy backups
• Update branch network emergency response team sheets, identify training gaps, and maintain up-to-date records.
• Update fire drill trackers based on conducted drills throughout the portfolio.
• Attend meetings with the H&S Manager, prepare meeting minutes, and manage the attendee logbook.
• Prepare meeting minutes for Safety Committee Meetings and ensure proper documentation.
• Maintain active and up-to-date Labour Office Health and Safety Checklist documentation as directed by the CS health and safety manager.
• Support preparation of Civil Defence Letters and issuance following internal signatory and stamping. Supporting compilation of required documents, training and subsequent follow-up with the relevant consultants until license issuance.
• Engage with relevant internal stakeholders to collate evidence for business engagement and internal audits.
• Collaborate with internal stakeholders to ensure retention of CS assets/equipment from outgoing employees.
• Upload relevant documents to specified intranet locations.
• Engage with the retail/branch network to record, track, and progress assigned internal H&S actions.
• Perform other administrative and support tasks as required.

• Proficient in English and local language
• Computer literacy (word processing, excel sheets, spreadsheets and database applications)
• Excellent oral, written, and interpersonal communication skills
• Excellent listening skills and attention to detail
• Maintain document control and data integrity.
• Ability to adapt in a dynamic and fast-paced environment.
• Ability to work in a high-volume, fast paced environment
• Time management and organizational skills.
• Good decision-making skills and proven ability to deliver accuracy.
• Experience in related position

Jones Lang LaSalle