Job Purpose

The Receptionist will provide high-level administrative and executive support to partners and senior management. The role combines front-office reception duties with confidential executive assistance responsibilities. Provide front desk reception duties for the office which include handling all phone calls and managing internal & external customers timely and professionally. Receive and greet all visitors in a professional and warm manner. Collect and distribute all incoming mail and courier items.

Summary of Key Responsibilities:

• Manage the daily/weekly/monthly agenda and arrange new meetings and appointments
• Prepare and disseminate correspondence, memos and forms;
• Manage the entire Front Office including Junior Clerks, Cleaners and Drivers
• Develop and maintain a tracking system on all incoming & outgoing mails and courier items for the office
• Support the Office Manager and facilitate the completion of regular reports;
• Check frequently the levels of office supplies and place appropriate orders;
• In charge of giving clients directions to various parts of the office, contacting staff regarding visitors;
• Upon request, make travel arrangements for the Senior Management Team
• Answering incoming telephone calls, determining the purpose of callers, and forwarding calls to appropriate personnel or department.
• Handle clerical duties including faxing, copying, and organizing/maintaining files.

Skills and Attributes

• Excellent verbal and written communication skills.
• Strong organizational skills
• Good time-management skills
• Must have an outgoing attitude
• Must have skills of how to make the guests feel at home
• Excellent organizational, coordinating and personal interface skills
• Dedicated to Duty
• Pay attention to detail

Primary Areas of Accountability:

Qualifications and Experience

• Diploma or Degree in Business Administration, Office Management, Secretarial Studies, or a related field.
• Must have a minimum of 3–5 years’ experience in a similar role, preferably in an Insurance or Telecoms company
• Work experience as a Receptionist, Executive Assistant or Administrative Assistant will be a plus
• Proven Experience with administrative and clerical procedures
• Familiarity with office organization and optimization techniques
• A high degree of multi-tasking and time management capability
• Possess good professional image, excellent phone mannerism and enthusiasm in customer service.
• Competency in Microsoft applications including Word, Excel, and Outlook.

QUALIFIED & EXPERIENCED FEMALES ARE ENCOURAGED TO APPLY FOR THIS POSITION

• Manage the daily/weekly/monthly agenda and arrange new meetings and appointments
• Prepare and disseminate correspondence, memos and forms;
• Manage the entire Front Office including Junior Clerks, Cleaners and Drivers
• Develop and maintain a tracking system on all incoming & outgoing mails and courier items for the office
• Support the Office Manager and facilitate the completion of regular reports;
• Check frequently the levels of office supplies and place appropriate orders;
• In charge of giving clients directions to various parts of the office, contacting staff regarding visitors;
• Upon request, make travel arrangements for the Senior Management Team
• Answering incoming telephone calls, determining the purpose of callers, and forwarding calls to appropriate personnel or department.
• Handle clerical duties including faxing, copying, and organizing/maintaining files.

• Excellent verbal and written communication skills.
• Strong organizational skills
• Good time-management skills
• Must have an outgoing attitude
• Must have skills of how to make the guests feel at home
• Excellent organizational, coordinating and personal interface skills
• Dedicated to Duty
• Pay attention to detail

• Diploma or Degree in Business Administration, Office Management, Secretarial Studies, or a related field.
• Must have a minimum of 3–5 years’ experience in a similar role, preferably in an Insurance or Telecoms company
• Work experience as a Receptionist, Executive Assistant or Administrative Assistant will be a plus
• Proven Experience with administrative and clerical procedures
• Familiarity with office organization and optimization techniques
• A high degree of multi-tasking and time management capability
• Possess good professional image, excellent phone mannerism and enthusiasm in customer service.
• Competency in Microsoft applications including Word, Excel, and Outlook.