Receptionist

Are you Curious?

An exciting business seeks an exciting individual...

Are You the One?

Synovate is a prime source of holistic market information services that enhance planning and decision making in the Private, NGO and Public Sectors across sub-Saharan Africa.

We are an integrated media research & media monitoring, social and market research company providing evidence and insights which inform and advise on a wide range of business and social issues.

We are looking to fill the following positions within Synovate Kenya:

Receptionist

The role:

1. Reception Management

• Receiving all incoming telephone calls in a pleasant and official manner , screen and direct calls appropriately
• Take and relay messages
• Provide information to callers
• Greet persons entering organization
• Direct persons to correct destination
• Deal with queries from the public and customers
• Ensures knowledge of staff movements in and out of organization
• General administrative support
• Receive and sort mail and deliveries
• Schedule appointments
• Maintain appointment diary either manually or electronically
• Organize meetings
• Tidy and maintain the reception area
• Ensuring that all the telephone lines and extensions are in working condition all the time
• Making sure that the operations of the switchboard are cost effective
• Ensuring that there is no misuse of the company telephones at all times
• Taking messages on behalf of the staff who are not available & communicating the same

2. Record Keeping

• Keeping an up to date record of all calls made
• Keeping a daily report on the telephone lines and handing it over to the immediate supervisor on a weekly basis
• Keeping records for all outgoing & incoming mail

3. Handling of Clients/Visitors

• Receiving Company visitors and directing them appropriately
• Ensuring that all people calling are handled in an official manner and receive the necessary assistance they may be requiring
• Ensure that the reception area is always clean, neat and looks attractive

4. Resource allocation and mobilization and record keeping

• Ensuring that employees are equipped with adequate tools of trade
• Control of the company’s laptops, LCD projectors, flash disks etc
• Dispatching company mails, parcels and keeping records of the same

5. Contact with Service Provider

• Ensuring that all telephone lines are working
• All faulty lines should be reported to the service provider with immediate effect and follow ups made to ensure that the fault is rectified

Education and Experience

• Higher Diploma/ Degree in a relevant area. A qualification in Front Office Management will be an advantage
• At least 5 years experience with managing a busy switchboard and reception area
• Client management experience
• Knowledge of office administration procedures
• Knowledge of computers and relevant software applications

Key Competencies:

• Excellent verbal and written communication skills
• Professional personal presentation
• Customer service orientation
• Information management
• Organizing and planning
• Attention to detail
• Initiative
• Reliability
• Stress tolerance

General Skills:

• Switchboard management
• Excellent interpersonal skills
• Record keeping
• Public Relations
• Resource Management
• First Aid skills

If you are this person, then you are right for us and we are right for you.

This is a challenging opportunity for a dedicated and highly motivated Front Office professional with a strong commitment to Synovate’s values.

If you believe you are the candidate we are looking for, please submit your application and CV in detailing your experience for the post and include your current remuneration and daytime telephone contacts to careers-ke@synovate.com


Deadline for application: Friday 8th April 2011

For more information on Synovate please visit: www.synovate.com and www.synovate.co.ke