Duties
- Welcome visitors by greeting them warmly and directing them as required by maintaining employee and department directories
- Operate switchboard – answers phones politely and professionally and route them to specific people / record messages for employees who are away.
- Answer telephone enquiries from customers and assist other staff in the organization with their enquiries
- Collect, distribute and send out parcels and other mail.
- Schedule meetings and appointments
- Maintain safe and clean reception area by complying with procedures, rules, and regulations including security procedures.
- Coordinate with the cleaning staff to ensure the entire office is clean, neat, dust free and is conducive for work.
- Maintain a proper filing system and ensure office documents are safe, properly filed and easily retrievable.
- Contribute to team effort by assisting the office administration and providing support services to the technical department e.g. preparing: – Quotations and proposals, Work schedules, Lift Handover documents, Maintenance Agreements, Schematic drawings etc.
- Operate office equipment such as photocopiers, computers etc.
- Ensures optimal operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
- Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies etc.
- Assist in payment follow-up and tender preparation
- Make coffee for visitors and set out food when required.
- Any other duties that may be assigned.
Requirements
- Diploma in Business Administration
- Certificate in Computer Operations MS Office Packages including emails Additional Skills (Added Advantage)
- Basic training / experience in Customer Service / Marketing
- Excellent oral and written communication skills.
- Ability to work methodically, accurately and neatly.
- Able to work as part of a team.
- Able to understand technical information.
- Basic computer maintenance and Graphic Designs skills
- Basic Accounting Skills
