Receptionist

Job description

The role

We are looking for a receptionist in our facilities Unit to meet our expansion needs, providing a wide range of opportunities and greater career development than ever before in the global business space.


Skills / experience needed:

  • HSC holder
  • 1-year previous experience as receptionist / telephonist

Requirements

Key Responsibilities:

  • Administrative and secretarial:Telephone/ PABX operator -receive local and international calls;
  • Answer and redirect calls as necessary;
  • Maintain decorum and a high degree of quality communication between parties concerned;
  • Provide quick and prompt reply to messages;
  • Record registered mail, incoming couriers Registrar General, FSC and any other important documentation as per SLA on Mfiles;
  • Make recommendations and handle complaints and requests in a professional and calm manner;
  • Follow-up and track outbound couriers to ensure delivery;
  • Record outbound postage logs;
  • Maintain the board room schedule, handling bookings and special requests;
  • Update international flight schedules according to airline services;
  • Book/record taxi for clients, for special despatch;
  • Train staff at reception desk regarding administrative tasks;
  • Provide register of employees to directors (recording update from morning calls of absences, sick or special leaves) on a daily basis;
  • Assist staff in corporate conference planning;
  • Perform IT work: e.g. word, excel and database including spread sheets and data input, internet;
  • Have a good working relationship with Hotels, local caters and taxi companies;
  • Deal with matters of confidential nature for directors.

Internal despatch:

  • Ensure that internal despatch is conducted between IFS Court and IFS2

Clients:

  • Welcome international clients and other visitors;
  • Perform hotel booking, ensure car transfers, arrange outings for clients upon request;
  • Ensure that customers and people visiting the office are comfortable in getting their queries cleared;
  • Book and organise board meetings outside SANNE premises along with all the required amenities, as per request from relevant parties.

Others:

  • Programme the switch board as required during power cut, holiday announcements, after office hours, etc;
  • Attend to client and staff general enquiries;
  • Update the extension user telephone list & local telephone list;
  • Ensure the correct deportment and professional attire;
  • Ensure that Boardroom and Dining Room booking schedule is respected;
  • Escort clients/visitors to the right Boardroom as and when required;
  • Prioritise work as necessary;
  • Escalate important issues to your senior;
  • Any other duty that would assign to you.