Search Jobs

Receptionist

• Provide courteous and hospitable front desk reception for all staff and visitors, including keeping a neat work area
• Receive visitors and ensure visitors are attended to promptly
• Petty cash management and give monthly reports to Office Manager
• Making calls when the payment is ready for collections
• Answer external and internal telephone calls, refer calls appropriately, take accurate and detailed messages and ensure timely message delivery to staff
• Receive couriers and deliveries and notify recipients in a timely manner
• Liaise with staff regarding any courier service required
• Distribute all incoming post and keep a register for incoming and outgoing mail, as well as incoming invoices
• Receive outgoing mail and handing it over to the Office Assistant for post including maintenance of a mail register
• Update the telephone contact list on a monthly basis and ensure its appropriate circulation
• Manages diary for conference room booking for meetings, training and conference calls
• Provide accurate, timely transcriptional and secretarial support for meetings and workshops, and maintain other operational records as needed. Write and distribute minutes
• Assist in preparing training supplies/materials and handouts for workshops, office retreats and other work functions
• Maintain and monitor a log of staff and vehicle entry and exit at the front desk
• Ensure that all office equipment, supplies and consumables are secured in a working order
• Schedule the use of the project vehicles and ensure vehicles are used and checked properly
• Assist in handling travel arrangements for staff, consultants and also obtain work permits, Visas and making accommodation arrangements as requested
• Create and oversee a logical filling system for both electronic and hard copies
• Assist in managing the inventory register for the EGPAF office as required
• Supervise the Office Assistants (currently the Office Manager supervises 8 employees which  is huge, therefore, I am suggesting for the office Assistants to be reporting to the Receptionist and the Drivers and the Receptionist can report to the Office Manager)
• Perform any other relevant duties as assigned by the Office Manager and other senior staff

• Grade 12 Certificate with a minimum of 2-3 years’ experience in frontline reception duties
• Advanced Diploma in Secretarial studies or Business Administration would be an added advantage
• Strong verbal, writing and communication skills essential
• Excellent interpersonal skills and telephone etiquette required
• Ability to work with staff at all levels
• Microsoft Office Suite
• Administrative, organizational and general office management skills as well as other functions deemed necessary

Posted by Unknown at 4:46 AM

Email ThisBlogThis!Share to XShare to FacebookShare to Pinterest