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

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.