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 environment

Knowledge Skills and Abilities, Key Responsibilities:

Knowledge, Skills and Abilities

• Minimum 3 years of relevant experience
• Ability to communicate effectively
• Ability to work in diverse environment
• Understand the necessity for confidentiality
• Motivated, Enthusiastic, Organised and ability to multitask
• Relevant experience with good telephone etiquette
• Min Diploma and above

• Attend to phone calls and transferring them to the appropriate person or department. Taking messages and forwarding them to the appropriate person, if needed.
• Backup Receptionist during the one hour lunch break and absences when required.
• To maintain registers of courier transactions and outgoing mails and reconciliation with Accounts.
• To coordinate outgoing and incoming courier pickups and deliveries.
• Updating of phone directory.
• Collection of mails from post boxes and date stamp all incoming mails for distribution.
• To record the operation of equipment such as coffee machine, kitchen appliances, boarding room equipment as well as all the equipments in the meeting rooms.
• Assist in the booking arrangement of meetings and video conferences setup.
• Respond to requests in changing of lighting tubes, air-conditioning, toilet malfunctioning, etc.
• Assist in bookings of taxis and restaurants.
• Attend to guests, serving of beverages and meals.
• Ordering and collection of food for Breakfast/Lunch meetings and Board meetings.
• Setting up tables and arranging chairs for meal services.
• Attend to walk-in visitors at Reception.
• Ascertain purpose of visit and inform staff accordingly.
• Issue visitor passes and ensure all visitors are escorted into the office premises by staff.
• Attend to and sign for registered/couriered mails and parcels and redirect them to departments or to the recipient.
• Ensure 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 drinks.
• To keep the reception area to a high standard and maintain stacks of company publications on display shelving.
• Able to work on some weekends for events and meetings.
• To assist with catering orders for events and meetings.
• To render support during BCP exercise.
• To assist the Chief Fire Warden in the event of Fire Evacuation Exercise.

• Vendors
• Internal and external stakeholders

Trafigura