True North Career Map Office Receptionist

Position: Reports to General Manager

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

Interested candidates should send their detailed CV, application letter, daytime contact numbers and details of three references to jobs@truenorthcareermap.com by close of day, Wednesday, February 9th, 2011.