REQUIREMENTS & PERSONAL ATTRIBUTES:

The ideal candidate should have:

• 2 year secretarial or administrative diploma
• Minimum 2 years ’ experience in a similar role. Experience in a professional services environment would be an advantage
• Excellent working knowledge of MS Office, Outlook and Internet browsing
• Sound knowledge of office procedures
• Working knowledge of record-keeping techniques
• Excellent verbal and written communication skills in English.
• Strong interpersonal skills with an ability to build rapport
• Good planning and organisation skills
• Ability to work independently and effectively as part of a team
• Ability to maintain confidentiality at all times

Personal Competencies should include:
Job knowledge, productivity, attendance, responsibility, information seeking, teamwork & cooperation, organizational skills, personal skills, achievement motivation, organizational commitment, self-confidence, customer service orientation, integrity, flexibility.

PRIMARY JOB PURPOSE:

To assist the Office Manager in the fulfilment of routine administrative duties independently according to general known procedures and practices to ensure smooth running of the administrative matters.
Operation of the main switchboard and reception of visitors, ensuring that a positive first point of contact image of the Firm is demonstrated at all times.

DUTIES & RESPONSIBILITIES:

Specific duties will vary considerably according to specific needs of the office. These include but are not limited to:

• Answer telephone calls and route calls promptly.
• Ensure the telephone messages are forwarded as soon as possible to the intended recipient via e-mail with accurate details of the caller.
• Greet visitors and make waiting time as comfortable as possible.
• Provide high level of customer service at all times; project and maintain a positive image.
• Ensure there is constant stock of promotional literature of display and that obsolete material is removed.
• Receive all hand delivered mail and courier shipments and forward the same for distribution. Same to be entered on the Tracking Sheet on DMS.
• Prepare documentation for outward shipment by courier services and maintain records for dispatches.
• Maintain a diary for conference room bookings.
• Responsible for daily maintenance of meeting room schedules; diligent organization of meeting and rooms for staff.
• Connect conference calls. Take assistance from Head Office Reception for the same.
• Receive cash/cheques when the accounts department is closed. Ensure proper receipt is issues for the same, in case of doubt.
• Arrange car rental hire for employees as and when required with proper approval for cost allocations.
• To ensure that all accommodation/ transportation are arranged as per requested schedules for visitors.
• Prepare access card for new joiners.
• Keep a track of official e-mails and forward to respective employees accordingly.
• Keep a log (date, time, requested by for and company’s name) of international calls made.
• Liaise with office driver. Record all request in the Driver Schedule Template in the shared folder.
• Liaise with office support to maintain stationary stock levels and place stationary orders.
• Ensure the cleanliness of client areas is up to the standards including the freshness of flowers, plants.
• Maintain confidentiality at all times.
• Adhere to established policies and procedures and to ensure that the Switchboard/Receptionist Manual is kept updated at all times.
• Ensure complete uniform is worn at all times while on duty.
• Perform any other related duties as assigned.