Receptionist and Administrative Assistant

The Receptionist and Administrative Assistant will be responsible for assisting the team in all administrative duties related to Mont Choisy Group while greeting both the clients and the various stakeholders.

Primary Purpose:

The Receptionist and Administrative Assistant will be responsible for assisting the team in all administrative duties related to Mont Choisy Group. The incumbent should ensure that clients, internal and external stakeholders of Mont Choisy Group are greeted properly via phone or face to face and that all requests are transmitted promptly. In addition, he/she will oversee the stock management of stationaries and kitchen supplies.

Responsibilities:

Receptionist

• Answer phone calls, reply to queries and requests and handling them in an appropriate manner
• Greet and welcome visitors in a professional and friendly manner
• Serve refreshments to visitors as and when required
• Maintain a tidy and organised reception area
• Register and announce visitors as necessary
• Receive, sort and distribute incoming mail and packages
• Preparing outgoing mail and packages including arranging couriers
• Manage appointments and meetings for Management and staffs
• Ensure security protocols are followed for access to the premises

Administration

• Provide general administrative support to various departments
• Manage meeting rooms’ bookings, maintain their cleanliness and ensure that refreshment is available at all times
• Monitor and maintain office and kitchen supplies and order as necessary
• Keep an updated inventory of office equipment and kitchen supplies
• Purchase of kitchen supplies monthly
• Manage driver’s planning, ensure that trips and despatches are organised efficiently
• Ensure the dispatching and tracking of documents in a timely manner
• Record all receiving documents/files and distribute them to the relevant staff daily
• Ensure that IT equipment viz telephone, printer are working properly at al times
• Liaise with suppliers for printer issues
• Prepare purchase orders
• Assist in printing, scanning and filing of documents as per instructions
• Assist the HR and Admin Officer to look for quotations
• Ensure that stock of the day-to-day usage items is available for employees such as stationery and kitchen supplies

 Any other assignments as may be delegated.

Education and Experience:

Education:

• High School Certificate or relevant qualification.