Trainee Receptionist / Administrative Assistant (Fixed Term 10 Months)

The Trainee Receptionist / Administrative Assistant will learn and assist with front desk and administrative duties for Mont Choisy Group, under the guidance of the Receptionist and Administrative Assistant and the Corporate team. The trainee will ensure that clients, internal and external stakeholders are greeted properly by phone or face to face and that all requests are transmitted promptly, provide reception cover during the Receptionist’s breaks and absences, and support the management in administrative tasks. During the training period, the incumbent will develop the skills needed to carry out these duties independently.

Responsibilities
  Receptionist

• Answer phone calls, respond to queries and transfer requests to the right person
• Greet and welcome visitors in a professional and friendly manner
• Provide reception cover during the Receptionist’s lunch break and absences
• Serve refreshments to visitors as and when required
• Keep the reception area tidy and organised
• Register and announce visitors as necessary
• Assist in receiving, sorting and distributing incoming mail and packages
• Assist in preparing outgoing mail and packages, including arranging couriers
• Assist in scheduling appointments and meetings for Management and staff
• Follow security protocols for access to the premises
  
  Administration
  

• Provide general administrative support to departments, under supervision
• Assist with meeting room bookings and keep rooms clean and stocked with refreshments
• Help monitor office and kitchen supplies and report items to be reordered
• Help keep an updated inventory of office equipment and kitchen supplies
• Assist with the monthly purchase of kitchen supplies
• Support the planning of drivers’ trips and dispatches
• Assist in dispatching and tracking documents in a timely manner
• Record incoming documents/files and distribute them to the relevant staff daily
• Check that telephones and printers are working properly and report any issues
• Assist in preparing purchase orders
• Print, scan and file documents as per instructions
• Assist the HR and Admin Officer in obtaining quotations

Any other assignments as may be delegated.

Education and Experience

Education

• Higher School Certificate or relevant qualification

Experience

• Minimum 1 year experience
• Experience in a customer-facing or administrative role is an advantage