Overall Responsibility
The Receptionist is the visitors’ first point of contact. S/he welcomes and facilitates the visitors as well as handles some administrative tasks.
Responsibilities
Welcomes visitors, provides them with information and directs them to the appropriate staff member; updates lists and tables, telephone numbers, addresses, etc.;
Performs secretarial work (preparing entry dockets, dispatching mail, updating contacts lists, etc.;
Cross-checks invoices related to reception;
Clears letters/parcels to and from the post office, DHL and/or other couriers;
Ensures adequate number of newspaper and magazine in concerned departments on time;
Stamps the arrival date on all incoming mail, registers all incoming and outgoing mail;
Receives invoices, mails, parcels, documents and distributes to the concerned without any delay;
Receive and direct incoming calls
Make outgoing calls through the switchboard and record them for reference purposes;
Daily check of all lines, update internal telephone list and report the faulty lines;
Controls access in the main entrance gate of the delegation;
Ensures security rules are applied and informs security of any incidents or problems related to security.
Qualifications
Diploma or Certificate in front office operations; hotel management or related field from a recognized institution;
Two years’ experience in a similar position;
Must have completed KCSE /”O” level or its equivalent;
Must be Computer literate;
Fluent in written and spoken English and Kiswahili.
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