Receptionist

Job description

Main Purpose: The Receptionist is responsible for providing secretarial, clerical and administrative support to Trafigura and its subsidiaries, in order to ensure effective and efficient service. Knowledge Skills and Abilities, Key Responsibilities: SKILLS and COMPETENCIES MS Office Suite Knowledge of equipment, materials and suppliers used in facilities management. Proven experience as a Concierge Familiarity with hospitality industry standards Proficiency in English; knowledge of additional languages is a plus Computer literacy A customer-oriented and professional attitude An outgoing personality Outstanding communication abilities Excellent organizational and time-management skills Hospitality and customer centric focus. Emotional Intelligence: ability to work with colleagues who have different ways of behaving and interacting. Resilience: ability to cope with setbacks. Ability to work unsupervised. ESSENTIAL DUTIES Switchboard Duties Answering telephone calls promptly and efficiently Screening and directing of calls Assist staff with outbound and international calls Recording of messages correctly and forward timeously Make a good first impression Provide efficient trafficking of calls Obtaining accurate information to forward calls efficiently Maintaining office morale and good telephone etiquette. Booking of Boardrooms Schedule meetings in relevant boardrooms as per employee requirements Send out calendar invitations to the relevant participants Coordinate with tea ladies, for the preparation of meeting rooms as specified by the employee Set up of Boardrooms for Management Meetings Setting up of meeting rooms as per employee requirements i.e. desk pads, notepads, mints, chocolates, coasters, glasses, refreshments. Booking of Video Conferences Schedule Video Conferences in the available Video Conference meeting rooms Liaise with the relevant countries in which the Video Conference will take place Scheduling Video Conferences on TMS System Issuing of Video Conference confirmations Guest Relations Greet visitors in a friendly and professional manner Organizing of refreshments as per customer requirements Directing visitors to appropriate contact and ensuring that guests are collected from reception Clean and tidy reception area during office hours Adhere to access control arrangements Incoming and Outgoing Mail Receive sort and route mail, documents and deliveries Monitoring of incoming and outgoing couriers Liaison with courier companies Additional Administrative duties for Fadi, Patricio, Tendai and Mohammed (CEO, COO, CFO, GM) PCR tests Company secretarial (Signatories) Visas LOI’s LOE’s Correspondence and phone calls Managing diaries and appointments Travel arrangements (Flights, accommodations and transfers) Printing and binding for regional meetings Planning of quarterly regional meetings Organising events and conferences Reminding the exec of important tasks and deadlines Assisting with compiling reports/PowerPoints etc Offering support and assistance Operational Delivery Review visitor and client arrivals for the day Attend to special arrival and meeting room requirements Provide information about amenities, area and venues Anticipate client needs and build rapport with clients Offer assistance with certain tasks (e.g. confirming travel arrangements, taking messages, restaurant reservations, etc) Offer assistance with meeting room technical requirements. Report client feedback to the Helpdesk and revert to clients and visitors with resolution Escalate unresolved complaints to the Manager when necessary Report any building maintenance to the TFS call centre daily. Ensure compliance with health and quality standards Ensure all meeting rooms are set up as required by the client. Conduct daily inspections to ensure that all chairs are in place, meeting room is clean and cables are tidy. Test AC and VC equipment prior to use. Ensure that all white boards are cleaned, white board markers are working well and that an eraser is available. Sign AMX panels in and out as and when required. Ensure that rooms are cleared and tidied after each meeting. Ensure that tables are cleared and chairs are aligned after each meeting. Report over flowing dustbins and cleaning issues to the cleaning team on duty in your area. Report and hand in any lost property found in meeting rooms to security. Key Relationships and Department Overview: Internal - all employees External: Trafigura; Puma; Impala guests