Job Responsibilities

Front Desk Management:

• Welcome visitors and clients, ensuring a positive and professional first impression.

• Manage the front desk area, maintaining cleanliness and organization.

• Answer, screen, and forward incoming calls, handling inquiries efficiently and prioritizing trade-related and compliance matters.

Administrative Support:

• Schedule appointments and meetings, coordinating with compliance, trade, and other relevant departments as needed.

• Handle incoming and outgoing mail, packages, and deliveries, especially trade-related documentation.

• Maintain and update records, logs, and files, ensuring compliance with regulatory and organizational standards.

• Assist with clerical tasks, such as filing, photocopying, data entry, and compliance report preparation.

Customer Service:

• Address visitor and client inquiries promptly, providing accurate information or redirecting to appropriate personnel, particularly for trade and compliance matters.

• Manage visitor check-ins, issue visitor passes, and ensure adherence to security and compliance protocols.

Trade Desk Support:

• Assist the trade desk in organizing and verifying shipment documents such as invoices, bills of lading, and customs forms.

• Monitor deadlines and coordinate with logistics and operations teams to ensure timely completion of trade processes.

• Maintain and update databases with trade-related information and reports.

Compliance Assistance:

• Ensure all front desk operations adhere to organizational compliance standards and industry regulations.

• Support compliance audits by organizing and providing necessary records and documentation.

• Act as a liaison for compliance-related communications between clients and internal departments.

Office Coordination:

• Monitor and replenish office supplies for the front desk and other shared areas.

• Liaise with facility management for maintenance and repairs.

• Support office events or activities, including compliance workshops or training sessions.

Communication Hub:

• Act as the central point of contact for internal and external communications, particularly for trade and compliance updates.

• Relay important messages and announcements to staff effectively and efficiently.

Professionalism:

• Uphold the company’s image by maintaining a professional demeanor at all times.

• Handle sensitive and confidential information related to compliance and trade with the highest level of discretion.

• Treat all visitors, clients, and colleagues with respect, fairness, and courtesy, ensuring a welcoming and inclusive environment.

• Demonstrate a positive attitude and a problem-solving approach in interactions and conflict resolution.