The Receptionist is responsible for providing secretarial, clerical and administrative support to Trafigura and its subsidiaries, in order to ensure effective and efficient service.
Knowledge Skills and Abilities, Key Responsibilities:
SKILLS and COMPETENCIES
- MS Office Suite
- Knowledge of equipment, materials and suppliers used in facilities management.
- Proven experience as a Concierge
- Familiarity with hospitality industry standards
- Proficiency in English; knowledge of additional languages is a plus
- Computer literacy
- A customer-oriented and professional attitude
- An outgoing personality
- Outstanding communication abilities
- Excellent organizational and time-management skills
- Hospitality and customer centric focus.
- Emotional Intelligence: ability to work with colleagues who have different ways of behaving and interacting.
- Resilience: ability to cope with setbacks.
- Ability to work unsupervised.
Switchboard Duties
- Answering telephone calls promptly and efficiently
- Screening and directing of calls
- Assist staff with outbound and international calls
- Recording of messages correctly and forward timeously
- Make a good first impression
- Provide efficient trafficking of calls
- Obtaining accurate information to forward calls efficiently
- Maintaining office morale and good telephone etiquette.
- Schedule meetings in relevant boardrooms as per employee requirements
- Send out calendar invitations to the relevant participants
- Coordinate with tea ladies, for the preparation of meeting rooms as specified by the employee
- Set up of Boardrooms for Management Meetings
- Setting up of meeting rooms as per employee requirements i.e. desk pads, notepads, mints, chocolates, coasters, glasses, refreshments.
- Schedule Video Conferences in the available Video Conference meeting rooms
- Liaise with the relevant countries in which the Video Conference will take place
- Scheduling Video Conferences on TMS System
- Issuing of Video Conference confirmations
- Greet visitors in a friendly and professional manner
- Organizing of refreshments as per customer requirements
- Directing visitors to appropriate contact and ensuring that guests are collected from reception
- Clean and tidy reception area during office hours
- Adhere to access control arrangements
- Receive sort and route mail, documents and deliveries
- Monitoring of incoming and outgoing couriers
- Liaison with courier companies
- PCR tests
- Company secretarial (Signatories)
- Visas
- LOIs
- LOEs
- Correspondence and phone calls
- Managing diaries and appointments
- Travel arrangements (Flights, accommodations and transfers)
- Printing and binding for regional meetings
- Planning of quarterly regional meetings
- Organising events and conferences
- Reminding the exec of important tasks and deadlines
- Assisting with compiling reports/PowerPoints etc
- Offering support and assistance
Review visitor and client arrivals for the day
- Attend to special arrival and meeting room requirements
- Provide information about amenities, area and venues
- Anticipate client needs and build rapport with clients
- Offer assistance with certain tasks (e.g. confirming travel arrangements, taking messages, restaurant reservations, etc)
- Offer assistance with meeting room technical requirements.
- Report client feedback to the Helpdesk and revert to clients and visitors with resolution
- Escalate unresolved complaints to the Manager when necessary
- Report any building maintenance to the TFS call centre daily.
- Ensure compliance with health and quality standards
- Ensure all meeting rooms are set up as required by the client.
- Conduct daily inspections to ensure that all chairs are in place, meeting room is clean and cables are tidy.
- Test AC and VC equipment prior to use.
- Ensure that all white boards are cleaned, white board markers are working well and that an eraser is available.
- Sign AMX panels in and out as and when required.
- Ensure that rooms are cleared and tidied after each meeting.
- Ensure that tables are cleared and chairs are aligned after each meeting.
- Report over flowing dustbins and cleaning issues to the cleaning team on duty in your area.
- Report and hand in any lost property found in meeting rooms to security.
External: Trafigura; Puma; Impala guests
