REPORTS TO: Administrative Assistant

LIAISES WITH: Managers, Supervisors, and Cleaning Technicians

JOB DESCRIPTION

This position greets visitors, handles incoming calls, and performs general administrative duties. This position also spans recording and delivering telephone messages; ensuring that the reception area is properly maintained; and assisting with any other duty as may be assigned by the supervisor.

The position is deemed effective and relevant when: Confidentiality is maintained, telephone calls are promptly and professionally dealt with, visitors to our organization give a favorable rating of the service, there is accurate logging of calls and correspondence, requests through the telephone are expeditiously addressed.

JOB DUTIES

The position requires the equivalent of a Secondary School leaving Certificate or an Associate Degree, which would be an asset. The incumbent should also have training and working knowledge in:

  • Proven work experience as a Receptionist, Front Office Representative, or similar role
  • Proficiency in Microsoft Office Suite
  • Hands-on experience with office equipment (e.g., fax machines and printers)
  • Professional attitude and appearance
  • Solid written and verbal communication skills
  • Ability to be resourceful and proactive when issues arise
  • Excellent organizational skills
  • Multitasking and time-management skills, with the ability to prioritize tasks
  • Customer service attitude

 

JOB RESPONSIBILITIES

  • Operates the PBX system.
  • Records and delivers telephone messages.
  • Receives and distributes mails.
  • Assists with making calls to clients.
  • Responds to a range of questions from external callers.
  • Directing visitors to the appropriate offices or departments.
  • Effectively operating the receptionist desk.
  • Operating basic office equipment
  • Responding satisfactorily to external queries.
  • Extending courtesies to guests.

JOB QUALIFICATIONS

The incumbent is required to perform the following duties among others:

  • Greets and welcomes all visitors to the organization
  • Directs all calls to the relevant officers.
  • Records and delivers telephone messages.
  • Directs visitors to the appropriate officers/departments.
  • Organizes and maintains the appearance of the front office.
  • Ensures that the reception area is maintained.
  • Ensures that reading materials are available for the benefit of visitors.
  • Operates the reception desk to the required standards.
  • Operates the PBX system.
  • Assists with special events such as conferences, seminars, and workshops when necessary
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