Responsibilities of this Post:
Answers incoming telephone calls with a pleasant and welcoming tone, determining the purpose of callers, and forwards calls to appropriate personnel or department.
Takes and delivers messages via e-mail or transfers calls to next available person when appropriate personnel are unavailable.
Retrieves messages from voice mail and forwards to appropriate personnel.
Answers questions about organisation and provides callers with address, directions, and other information.
Ensure that the reception and passage area is kept neat and tidy.
Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
Accepts and distribute parcels from courier services.
Update appointment calendars and controls meeting room access.
Ensure that all good received are collected promptly to keep the area neat and tidy.
Receives, sorts, and routes mail and faxes, and maintains and routes publications.
Performs general clerical duties, such as filing, photocopying, collating and preparing relevant purchase orders as and when required.
Maintain office security by following safety procedures and controlling access via the reception desk.
Assists with administration duties for HR such as scheduling interviews, conducts reference checks on possible candidates.
Co-ordinating booking of all travel requirements, flights, accommodations, and car hire for all internal activities, including detailed travel plans, itineraries, etc.
Requirements of this Post:
Two to four years experience as a Receptionist.
Strong numerical ability and good knowledge of American money and weight measurement, volume and distance.
Ability to read and comprehend simple instructions, short correspondence, and memos. Problem Solving – Identifies and resolves problems in a timely manner.
Customer Service – Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments.
Teamwork – Contributes to building a positive team spirit; Puts success of team above own interests.
Ability to work independently.