Receptionist

at  Trafigura

Main Purpose:
To provide reception services, and assist with administrative tasks of the company.
Knowledge Skills and Abilities, Key Responsibilities:

Job Description:

• Phone calls: Answering and forwarding switchboard phone calls if received.
• Welcoming Visitors/Guests /Vendors
• Visitors: Assist visitors by email with all office coordination’s (desk, visitor badge, guide of transport if needed, hotel if needed, etc.) Update today´s visitors in Pulse page.
• Guests: Welcome guests; check on the Outlook agenda if registered, guide them to the meeting room and notify arrival to the corresponding employee.
• Vendors: Receive all vendors, ask for ID, register them in the Access Book of Reception and notify to Facilities team.
• Guests register: Register all guests/visitors who request parking with the building administration.
• International/National Courier: Organize, register and coordinate with international courier vendors for envelopes pick up. Report AWB confirmation to all employees and assist with tracking whenever needed. National Courier has to be delivered directly to the agency, according to the delivery location.
• Taxi/Remise coordination: Taxi/Remise coordination for VIP only, through CWT or directly through CMV Remise.
• Phone Roaming activation: Coordinate with phone operator the roaming activation when Trafigura personnel travel outside Peru.
• Visitors Badges: Administrate all Lima visitors’ badges; ask employee´s ID for warranty. Record loans on the spread sheet and control all badges are returned on time to ensure proper stock.
• Meeting Rooms Coordination/Booking: Coordination/booking of meeting rooms in case of international requests, as all bookings for internal meetings should be done by each user. Set up through TMS tool all VCs for internal meetings with more than 1 destination. Liaise with IT & Facilities when their support is required.
• Register all Invoices: Receive Administrative invoices and register for payment, archive should be done by the Accounting Dep.
• Meeting Rooms Booking: Booking of external meeting rooms. Set up through TMS tool all VCs for meetings with more than 1 destination. Liaise with IT & Facilities when their support is required.
• Meeting Rooms Organization: Ensure all meeting rooms are always clean and tidy, including preparation of rooms with drinks, stationery, etc., before meeting starts.
• Visitors Coordination: Answer all visitors’ requests sending template form (Laptop model, Transport, Seating Preference and Badge)
• Contracts signing and sending coordination: Coordinate the signing and sending of commercial and financing contracts to counterparties. Archive original documents.
• Admin Tasks: Any photocopying, binding, booklet
• Others: Support with employees business cards, translations of documents, certifications with notary, address proof, legalizations, etc. All services requested by employees should have quotations and managers approval before confirming. Share birthday greetings with Lima group addresses.

Key Relationships and Department Overview:
Facilities & Reception Team Lea

Please refer the Job description for details