Receptionist (Half Day)

You will be required to work from 12h00 to 17h00, Monday to Friday. Key duties and responsibilities include, but are not limited to: Attend to visitors in a prompt, professional and friendly manner Co-ordinate refreshments (coffee and tea) with tea ladies as requested with booking and serve to visitors Co-ordinate and manage meeting room bookings and direct visitors to the appropriate person and boardroom Ensure that meeting rooms are neat at all times and prepared for meetings (cleanliness, air conditioner, lights) E-mail messages/faxes with bookings must be checked regularly each day for visitors' information/room reservations/reserved parking and the necessary arrangements must be made in advance Answer, screen and forward incoming phone calls All messages must be delivered promptly via e-mail or telephonically Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures) Provide basic and accurate information in-person and via phone/email (give correct and accurate directions to the office) Send, receive, sort and distribute daily mail/deliveries/parcels Maintain office security by following safety procedures and controlling access via the reception desk Order front office supplies and keep inventory of stock Ensure that the internal telephone list is updated and distributed to all staff Managing and resolving of all switchboard and other phone problems and keeping systems up to date Arrange travel and accommodations of staff Arrange gifts for staff and clients (e.g. flowers and vouchers) Keep updated records of office expenses and costs Perform general clerical duties such as filing, photocopying and faxing Prepare and sort physical documents for scanning, including removing staples and other bindings Scan manual and paper documentation to convert to electronic records Creating and updating files, and filing documentation in appropriate files Required Skills: Strong administrative abilities Must be exceptionally well groomed and professional Hard-working Positive attitude Friendly and approachable High degree of multi-tasking and time management capability Excellent written and verbal communication skills Solid Ms Word, Excel, Outlook and electronic diary management experience