Receptionist

This role is responsible for the professional handling of front office reception duties, including greeting and receiving guests, answering phones, handling company enquiries, sorting and distributing mail. The Receptionist will also be crucial in assisting with general office administration duties and offering essential support services to the technical department.

Duties and Responsibilities

• Welcome visitors by greeting them warmly and directing them as required, and maintaining employee and department directories.
• Operate the switchboard: answer phones politely and professionally and route them to specific people or record messages for employees who are away.
• Answer telephone enquiries from customers and assist other staff in the organization with their enquiries.
• Prepare coffee for visitors and set out food when required.
• Collect, distribute, and send out parcels and other mail.
• Schedule meetings and appointments.
• Maintain a safe and clean reception area by complying with procedures, rules, and regulations, including security procedures.
• Coordinate with the cleaning staff to ensure the entire office is clean, neat, dust-free, and conducive for work.
• Maintain a proper filing system and ensure office documents are safe, properly filed, and easily retrievable.
• Contribute to team effort by assisting the office administration and providing support services to the technical department, which includes preparing:
  • Quotations and proposals
  • Work schedules
  • Lift Handover documents
  • Maintenance Agreements
  • Schematic drawings
• Operate office equipment such as photocopiers and computers.
• Ensure optimal operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; and verifying receipt of supplies.
• Perform basic clerical duties.
• Assist in payment follow-up.
• Assisting in tender preparation.
• Any other duties that may be assigned.

Qualifications

• Diploma in Business Administration.
• Certificate in Computer Operations – MS Office Packages including emails.

Additional Skills (Added Advantage)

• Basic training / experience in Customer Service / Marketing.
• Basic Graphic Designs Skills.
• Basic Computer Maintenance Skills.
• Basic Accounting Skills.