Descrição
Role:Receptionist
Reporting Line:Office Manager
Requirements:
- 2 year secretarial or administrative diploma
- Minimum 2 years’ experience in a similar role. Experience in a professional services environment would be an advantage
- Excellent working knowledge of MS Office, Outlook and Internet browsing
- Sound knowledge of office procedures
- Working knowledge of record-keeping techniques
- Excellent verbal and written communication skills in English.
- Strong interpersonal skills with an ability to build rapport
- Good planning and organisation skills
- Ability to work independently and effectively as part of a team
- Ability to maintain confidentiality at all times
Personal Competencies should include:
Job knowledge, productivity, attendance, responsibility, information seeking, teamwork & cooperation, organizational skills, personal skills, achievement motivation, organizational commitment, self-confidence, customer service orientation, integrity and flexibility.
Duties & Responsibilities:
Specific duties will vary considerably according to specific needs of the office. These include but are not limited to:
- Answer telephone calls and route calls promptly.
- Greet visitors and make waiting time as comfortable as possible.
- Provide high level of customer service at all times; project and maintain a positive image.
- Ensure there is constant stock of promotional literature of display and that obsolete material is removed.
- Receive all hand delivered mail and courier shipments and forward the same for distribution. Same to be entered on the Tracking Sheet on DMS.
- Prepare documentation for outward shipment by courier services and maintain records for dispatches.
- Maintain a diary for conference room bookings.
- Responsible for daily maintenance of meeting room schedules; diligent organization of meeting and rooms for staff.
- Connect conference calls. Take assistance from Head Office Reception for the same.
- Receive cash/cheques when the accounts department is closed. Ensure proper receipt is issues for the same, in case of doubt.
- Arrange car rental hire for employees as and when required with proper approval for cost allocations.
- To ensure that all accommodation/ transportation is arranged as per requested schedules for visitors.
- Prepare access card for new joiners.
- Keep a log (date, time, requested by for and company's name) of international calls made.
- Liaise with office driver. Record all request in the Driver Schedule Template in the shared folder.
- Liaise with office support to maintain stationary stock levels and place stationary orders.
- Ensure the cleanliness of client areas is up to the standards including the freshness of flowers, plants.
- Maintain confidentiality at all times.
- Adhere to established policies and procedures and to ensure that the Switchboard/Receptionist Manual is kept updated at all times.
Diversity, Equity & Inclusion:
Essential to our success as a regional law firm is our ability to attract and retain the best talent from a diverse range of backgrounds. We are committed to a work environment where everyone can reach their potential and we have an inclusive culture which respects individual differences.
We undertake and support a number of internal and external initiatives aimed at increasing diversity within the profession and we encourage all our partners and staff to get involved.