Posted on 2021-10-08

Front Desk Executive

The University of Chicago

TITLE : Front Desk Executive – Yuen Hong Kong Campus
LOCATION : The University of Chicago in Hong Kong on Victoria Road, Mount Davis.

The University of Chicag o is an urban research university that has driven new ways of thinking since 1890. It is made up of a multicultural, international community of more than 20,000 faculty and staff—each supporting UChicago’s mission of inquiry and academic excellence. To learn more about the university: http://www.uchicago.edu/

Our Yuen Campus in Hong Kong hosts a variety of undergraduate and post graduate programs and events including Executive MBA Program, Study Abroad for the College and Executive Education programs. We are a medium‐sized organization with approximately 30 staff in 50,000 square feet of space, with expectations for future growth in staff size and program offerings.
The University is looking for a highly motivated individual to join its Operations team in Hong Kong.

GENERAL SUMMARY:
The primary responsibility of the Front Desk Executive is to welcome and greet visitors and guests to the campus. Reporting to Assistant Director ‐ Operations, the Front Desk Executive oversees the daily front desk operation, manages the flow of traffic in the reception area including performing a variety of administrative and clerical tasks.

PRINCIPAL DUTIES AND RESPONSIBILITIES:
  • Perform front desk duties and general administration work
  • Greet visitors and handle incoming calls and enquiries in a professional manner (in person and through phone/email)
  • Answer, screen, forward incoming phone calls and take messages as appropriate
  • Provide basic and accurate information in‐person and via phone/email
  • Maintain office security by following safety procedures and control access via the reception desk, manage building access card system, issue access cards to visitors, staff, students and vendors)
  • Manage campus building check in/check out registration
  • Handle daily incoming and outgoing mails/deliveries including manage courier log, prepare AWB  and pro‐forma Invoice for local and oversea shipments
  • Reconciliation of invoices for supervisors’ approval
  • Maintain tidiness and readiness of the reception area at all times
  • Handle the ordering and restocking of office supplies including newspapers and magazines, business cards, as well as displaying on racks accordingly
  • Provide supports on any ad hoc projects as and when required
  • Undertake other duties as assigned by Assistant Director ‐ Operations
  • Assist with special events, logistics and setups, as needed
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive list of duties, responsibilities, requirements or title.

MEASUREMENTS OF SUCCESS:
  • Demonstrate a high level of customer services and professionalism at all times
  • Excellent interactive skills and sound memory
  • Solid written and verbal communication skills
  • Professional attitude and appearance
  • Effectiveness of administrative support
  • Successful completion of scheduled events and special projects
  • Meet project deadlines and targets
  • Overall rate of efficiency, accuracy, timeliness and organization of all assigned tasks
  • Be discreet at all times and protect the confidentiality of information
KNOWLEDGE, SKILLS AND EXPERIENCE:
  • Associate Degree holder or equivalent and above
  • Experience in multi‐national environment
  • Enthusiastic, confident, organized and able to work independently
  • At least 3 years of progressive relevant experience in front desk duties, or similar role in higher education, training or hospitality industry preferably in a multi‐cultural environment
  • Pleasant personality, outgoing, approachable, flexible and dynamic individual with a strong sense of responsibility and commitment
  • Experience in one or more of the following areas of principal duty: Public‐facing services, procurement, logistics, event and project management
  • Excellent organizational skills
  • Good command in spoken and written English and Chinese (Cantonese and Putonghua)
  • Collaborative working style with strong analytical and multi‐tasking skills
  • Proficiency in Microsoft Office (including Chinese word processing) and other productivity software
  • Must be able to work legally in Hong Kong on a permanent basis
SALARY AND BENEFITS
The salary will be competitive and commensurate with experience. In addition to salary the University offers an attractive benefits package including 20 days holiday per year – prorated (excl. Hong Kong Public Holidays), MPF contribution, private medical insurance offered.

REPORTING RELATIONSHIPS:
Reports to Assistant Director of Operations of the University of Chicago in Hong Kong

HOW TO APPLY
If you wish to be considered for this position, please send a CV and a detailed cover letter outlining your relevant experience, motivations for applying for this position and salary requirements. 

Please indicate the Job title in the Subject line of your email.
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