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Workplace Coordinator/Receptionist

Receptionist & Workplace Coordinator

About Take-Two

Receptionist & Workplace Coordinator, Singapore

Take-Two develops and publishes some of the world's biggest games. Our Rockstar label creates Grand Theft Auto and Red Dead Redemption, two of the most critically acclaimed gaming franchises in history. Our 2K label creates games like NBA 2K, WWE 2K, Bioshock, Borderlands, Evolve, XCOM and the beloved Sid Meier's Civilization. Our Private Division label publishes Kerbal Space Program, Ancestors and The Outer Worlds.

While our offices are casual and inviting, we are deeply committed to our core tenets of creativity, innovation and efficiency, and individual and team development opportunities. Our industry and business are continually evolving and fast-paced, providing numerous opportunities to learn and hone your skills.

About this role

This is the dual role with a large focus on workplace coordination supporting the workplace manager whilst also maintaining front desk/reception duties throughout the working day.

RECEPTION

• Providing front desk/reception support – being the face of the company to employees and visitors engaging them and supporting with their needs in a friendly and professional manner.
• Ensure the reception desk and phones are always covered through effective organization and collaborating with your colleagues
• Coordinating deliveries both incoming and outgoing.
• Maintaining directories.

WORKPLACE COORDINATION

• Ensuring the office is maintained to the highest possible standard.
• Provide a first line of contact for workplace department for internal and external people.
• Ensure the offices are well maintained and presentable at all times and any meeting room scheduling conflicts are resolved. You will prepare welcome signs for visitors, maintain marquees, coordinate event catering, and provide administrative support to local senior management as well as executive management who visit the office
• Provide administrative support to the workplace manager and team
• Maintaining visitor sign-in process including issuing temporary badges to employees, vendors, contractors, etc. Managing the security system – issuing, deducting and monitoring the security card system and reporting any issues.
• Manage cost effective solutions for all aspects of workplace – including supplies, couriers, office maintenance services etc.
• Manage the facilities helpdesk and respond to any enquiries in a timely manner and providing inquirer accurate information.
• Understanding intrusion alarm and CCTV systems and to look for any potential security issues on a daily basis.
• Ordering furniture, desk equipment and office supplies, overseen by the workplace manager
• Regularly ensuring that the office is in good order noting any defects and raising with the workplace manager
• Stand in when workplace manager is offsite to oversee the day to day running’s of the building and addressing any issues that may arise; including liaising with contractors and suppliers during periods of work on the building
• Processing all invoices and raising all PO’s for the workplace department
• Drawing and keeping up to date floor plans of the building; also updating or creating a fire evacuation plan to display in the building
• Assist the Workplace Manager with general health & safety procedures within the offices
• Carrying out new starter H&S inductions – to include first aid and fire safety information - responsible for the new starter process from the point of view of the Facilities team by working with HR to ensure all new starters are issued with relevant paperwork, swipe passes and keys, as well as carrying out health & safety inductions
• Ensure all first aid delegates are trained and all certificates and training is up to date
• Travel –Assist in making travel arrangements for all Asia employees from visa arrangements, air-tickets reservations to transport and hotel bookings. Coordinating with appointed travel agency ensure all bookings are in order and also liaise with them on any emergency and last-minute changes.
• Contract, price and supplier comparisons, making regular efforts to research all options for suppliers to get the best price and service, then liaising with workplace manager to put any changes in place
• Event management & Workplace Programs – create office lunches for all employees to attend onsite, manage any meeting requests that come through from start to completion – including researching caterers, ordering, liaising with suppliers and managing on the day of the event, ensure all needs are met and everyone is happy
• Working closely with office cleaners and assist workplace manager in overseeing the office cleanliness and hygiene quality.
• Ensure all the daily pantry supplies and office stationery supplies are stocked up on a daily basis.