Job Purpose

To assist visitors and guests and promptly answer their queries by providing clear information, guidance and directions needed; provides administrative support and on-going general assistance in the office including document collection, delivery, photocopying, handling mail, and filing ensuring performance is as per company’s adopted policies and procedures.

Key Result Responsibilities

• Handles the main reception desk by answering telephone calls, directing visitors and guests and answering their inquiries whilst relaying clear messages and information as appropriate.
• Ensures the comfort of all visitors, guests and applicants waiting in the main reception area, provides them with refreshments and escorts them to the required office if needed.
• Collects and promptly delivers documents, stationery and messages within the office in a timely and efficient manner.
• Provides continuous support in maintaining safe and tidy reception area and workplace; operates office equipment in compliance with procedures.
• Assists the HR team and other departments, if needed, in compiling, photocopying, filing and safekeeping of documents in order to optimize workflow in the respective departments.
• Co-ordinates with courier/postal agents for collection and delivery of documents. Receives, sorts, and distributes incoming mail and courier packages to the different departments as required. Maintains a delivery log book for all postal/courier transactions.
• Provides general non-technical information in response to queries from public.
• Maintains a log of all outgoing calls (international connections).
• Assists all departments by operating fax machines, preparing outgoing couriers and post packages when instructed to do so.
• Maintains a visitor’s register and/or enters appointments on an automated system if needed.
• Executes any other tasks as assigned by the Supervisor/Manager.

Qualifications (Academic, training, languages)

• High School or Diploma in any stream is acceptable.
• Demonstrates pleasant personality and positive attitude all times.
• Well-groomed and organized.
• Capable of operating office machines and computer when needed.
• Excellent communication skills.
• Basic computer skills.

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