Details:
The Receptionist/Administrative Assistant will attend to the day-to-day activities of a reception service in addition to providing general administration duties to ensure the smooth operation of the organization and present a professional image of the organization.
Responsibilities (Functions and duties):
Receives visitors and ensures respective staff is promptly advised of the arrival of the visitors.
Ensure visitors are directed to the correct office.
Manage reception traffic and coordinate with respective offices to ensure that visitors are attended to in a timely manner
Work hand in hand with the HR department in scheduling of interviews
Make walks to the facility and checking the cleanliness of the facility and providing a report on the same.
Work with the security and cleaning vendors for effective delivery
Managing the switchboard by receiving telephone calls promptly, screening and forwarding calls appropriately.
Provide callers with directions to the Company’s premises.
Record and promptly communicate messages to respective staff.
Maintains the incoming and outgoing mail register for deliveries and postage by
Receiving and recording mail and ensuring incoming mail is distributed promptly and outgoing mail is dispatched promptly.
Provide general administrative support to the Directors; including scheduling appointment meetings
Maintain staff movement diary and meetings room diaries
Maintain a clean and tidy Reception area and all the offices in the first floor.
Coordinates replenishing of beverages and ensure beverages for meetings are organized and served promptly.
Provide and issue badges to visitors and contractors
Maintain logs and records of all visitors/appointments and exercise access security as per Company guidelines
Maintain contact database on correspondence facilitated
Organizing the delivery of essential documents and confirming they were delivered
Filing
Reviewing orders received versus orders recorded and processed
Any other duties not necessarily mentioned which are in line with the position as a Receptionist
Behavioral Competencies:
Clear and Neutral Accent
Excellent professional telephone skills
Ability to typing at least 30 wpm
Exceptional customer service skills
Ability to maintain confidentiality of Company information
Ability to multitask with keen attention to details
Should have excellent organisational and problem-solving skills
Maintain professional work ethic
Experience:
Minimum of 2 years’ experience in a similar role, persons with customer service
Experience in the service industry will have an added advantage.
Education and specialist Knowledge Required:
Diploma or Degree preferably in PR, Business Administration
Proficiency in MS Office Suit
Salary Range: Kshs 25,000/- – Kshs 30,000/-
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