Job Purpose

The individual in this role will be tasked with welcoming visitors and providing outstanding customer service support. This includes managing phone calls, addressing visitor enquiries, attending to their needs and creating a welcoming environment.

Duties and Responsibilities

• Providing a warm welcome to visitors and responding to incoming calls with courtesy and politeness.
• Managing the visitors register accurately and recording and conveying messages with precision.
• Overseeing the organization’s front desk, dairy management and administration of meeting rooms.
• Addressing inquiries and complaints through phone calls, emails and general correspondence
• Ensuring the reception area always remains tidy.
• Opening, Organizing and distributing incoming letters, applications and proposals.
• Arranging outbound mails for collection or courier and coordinating courier deliveries
• Preparing reports, memo and letters using word processing, spreadsheet database or presentation software.
• Offering Administrative support to the Facility team.
• Conducting routine office task and handling basic bookkeeping responsibilities
• Possibly managing events coordination both internally and externally
• Staying vigilant and reporting any suspicious activities
• Performing any additional tasks as assigned

Qualification, Knowledge, Skills and Work Experience Requirements 

• Maintain a neat well-groomed appearance and attentive posture.
• Communicate verbally with confidence and clarity.
• Maintain confidentiality and show discretion.
• Adhere to company policies and procedures.
• Write well using correct grammar and spelling.
• Maintain a complete knowledge of organizational structure, personal names and titles.
• Represent organization in an ethical and professional manner.
• Good interpersonal skills to form effective working relationships with people at all level.
• Good computer skills-MS suite, internet, intranet and accurate and fast typing skills
• Provide solutions and support to the customer using in-depth knowledge of company products and services.
• A minimum of a Diploma or its equivalent in Business Administration or Secretarial qualification.

Physical Requirements

• Ability to maintain regular, punctual attendance consistent with company policy.
• Must be able to close late from work.
• Must be prepared to avail him/ herself during the weekend when the need arises.
• Must be able to talk, listen and speak clearly to all stakeholders.

Behavioral and Personal Attributes

• Ability to multi-task, prioritized and manage time efficiently.
• Meticulous attention to details and good inter-personal skills
• Ability to work in a fast-paced environment and orientation to learn.
• High integrity, resilient and approachable, able to handle confidential information.
• Result oriented, effective, personal organization, productive and motivational attitude.
• Cooperative and supportive, customer focused, and service excellence
• Always protect company and customer information.