True North Career Map Office Receptionist
Position: Reports to General Manager
Salary range: Ksh. 30,000-35,000/-
General Scope & Purpose of Role
Salary range: Ksh. 30,000-35,000/-
General Scope & Purpose of Role
- Responsible for the Reception area, answering all incoming calls.
- Keeping all relevant paperwork up to date and accurate.
- To ensure that all needs of the client are met and exceeded in a professional and friendly manner.
- Understand all standards and procedures and ensure they are followed.
- To have a comprehensive knowledge of all facilities and core organizational operations including awareness of all new senior clients/personnel.
Specific Responsibilities
- Manage the reception while ensuring the reception desk and reception area is tidy at all times while receiving and directing guests to the appropriate places.
- Operating the switch board, by clearly answering all calls and transferring the calls appropriately
- Mail management including receiving, recording and dispatching of all mail.
- To make all on the day meeting room bookings and manage meeting rooms without conflict.
- Undertaking filling, binding and copying of documents as instructed.
- Coordinating ground travel as instructed and within the company policy.
- Executing urgent, confidential and delicate documentation.
- Performing clerical duties as and when instructed.
- To welcome guests quickly and courteously on arrival at the reception desk and to advise the hosts as soon as guests arrive.
- To ensure all staff who have lost or forgotten their ID card checks in with Corporate Services
- To keep a record of all incoming invoices and check off against payments when made.
- To confirm the next day meetings for the Client Areas
- Ensure that all external guests are directed to the appropriate area of the bank or are met by their hosts.
- Assist the Corporate services team with any duty as may be allocated.
Occasional Duties:
- Management of incoming and outgoing correspondence.
- To arrange taxis for internal and external clients.
- To report any faults relating to the reception area and meeting rooms to Corporate Services.
- Provide administrative support when necessary as requested by management.
- To operate Reception Switchboard / Telephone in a professional manner, taking messages and dealing with all telephone queries as necessary
- Take messages/bookings and pass on relevant information
- Check voicemail regularly during the day and action messages
- To undertake any typing requested by management
Qualification Required:
- Switch board operational training
- Diploma in Secretarial training
- Certificate in customer service training
Preferred level of experience:
- 2 years experience in switchboard management Good Public relations
Competencies:
- Likable personality
- Team player
- Outgoing and organized
Additional Requirements:
- To undertake any other reasonable requests of Management
- To be flexible in approach to work patterns and systems to maintain high standards.
- To practice good communication with the team at all times.
- To be flexible and adaptable in your approach to working patterns
Grooming:
- Maintain a high level of personal grooming at all times
- To dress as per company standard at all times
- To promote a professional and pro-active image of the Reception team to clients at all times
- You are required to be at Reception correctly dressed, logged on all systems at least 10 minutes before the start of your duties
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