Job Description

Main Purpose: The Receptionist must understand the importance of creating a positive and professional first impression on callers and visitors.To provide a concierge image of:
- Being helpful and approachable to our guests and internal staff
- To focus and to provide the very best in \xe2\x80\x9cguest service\xe2\x80\x9d
- Reception areas must always be in a clean and neat environmentKnowledge Skills and Abilities, Key Responsibilities:Key responsibilitiesAttend to phone calls and transferring them to the appropriate person or department.Taking messages and forwarding them to the appropriate person, if neededBackup Receptionist during 1-hour lunch break and absences when requiredTo maintain registers of courier transactions and outgoing mails and to reconcile with AccountsTo coordinate outgoing and incoming courier pickups and deliveriesTo ensure that incoming faxes are distributed or forwarded to respective staff or departmentUpdate the telephone directory regularlyCollect mails from the building post boxesRecord the operation of equipment such as coffee machine, kitchen appliances, board room equipment as well as equipment in all meeting roomsAssist in booking arrangement with meetings and video conferences setupTo respond to requests in changing lighting tubes, air-conditioning, toilet malfunctioning, etc.To liaise with building maintenance team to service the requestsAssist in bookings of taxis and restaurantsAttend to guests, serving of beverages and mealsOrdering and collection of food for Breakfast/Lunch meetings and Board meetingsSetting up tables and arranging chairs for meal serviceAttend to walk-in visitors @ ReceptionAscertain purpose of visit and inform staff accordinglyIssue visitor passes and ensure all visitors are escorted into the office premises by staffAttend to and sign for registered/couriered mails and parcels and redirect them to departments or to the recipientEnsure that all meeting rooms and front lobby areas are cleaned and well-maintained and all chairs and sofas are neatly arranged and the tables are cleared of drinksTo keep the reception area to a high standard and maintain stacks of company publications on display shelvingAble to work on some weekends for events and meetings and assist with catering ordersKnowledge, skills and abilitiesMinimum 3 years and above of relevant experience with good phone etiquetteAbility to communicate effectively and work in a diverse environmentUnderstand the necessity for confidentialityMotivated, enthusiastic, organised and able to multitaskDiploma and aboveKey Relationships and Department Overview:Internal and external stakeholders

Trafigura