Main Duties:

·        Answer telephone, screen and direct calls; 

·        Take and relay messages;

·        Provide information to callers;

·        Greet persons entering organization;

·        Direct persons to correct destination;

·        Deal with queries from the public and customers;

·        Ensure knowledge of staff movements in and out of organization;

·        Book taxi for client and staff upon request;

·        Monitor visitor access and maintain security awareness;

·        Provide general administrative and clerical support;

·        Prepare correspondence and documents;

·        Schedule appointments;

·        Maintain appointment diary either manually or electronically;

·        Organize conference and meeting room bookings;

·        Co-ordinate meetings and organize catering;

·        Control inventory relevant to reception area;

·        Control inventory of stationaries and commodities;

·        Tidy and maintain the reception area and boardrooms;

·        Looking for quotations from suppliers and prepare purchase orders;

·        Organise interviews with candidates and prepare interview pack;

·        Perform any other cognate duties as requested by reporting line.

 

Qualifications:

·        High School Certificate;

·        At least 2 years of experience in a similar post;

·        Knowledge of administrative and clerical procedures;

·        Knowledge of Microsoft Office Tools and relevant software application;

·        Knowledge of customer service principles and practices;

·        Ability to work a switchboard/PABX ;

·        Good verbal and written communication skills (English and French);

·        Professional personal presentation;

·        Customer service orientation;

·        Information management;

·        Attention to detail, efficient organizing and planning;

·        Initiative and ability to multitask;

·        Reliability;

·        Flexibility .