Receptionist-P&C-0012

**JOB PURPOSE:** Contribute to the provision of quality services by providing administrative support in a professional and efficient manner and ensure effective and efficient handling of all administrative activities by communicating and coordinating internal and external visitors, callers and customers **KEY ACCOUNTABILITIES** Telephone System: Receive, direct and relay telephone messages to the person concerned in a professional manner to reflect a good image of the company * Monitor international calls and seek approvals from line managers when necessary * Answer calls within 3 rings by stating name and company name using a friendly voice * Re\-direct calls where necessary to the appropriate extension * Review and update on a regular basis the staff contact, and telephone extension lists * Reception: Greet and welcome visitors to the offices and inform concerned members of their arrival * Attend to visitors a in terms of food and beverages when requested * Monitor and ensure that the reception area is kept tidy and projects a business\-like image * Office Supplies: Maintain an inventory of office supplies (Stationary, kitchen items...Etc) and monitor its usage * Properly record all the stationery given to the employees * Report: Report any telephone or equipment breakdown immediately to the HR Administration Manager/IT in order to proceed urgently with the necessary repairs or replacement to avoid communication interruption * Liaise with photocopier machine suppliers for any repair/maintenance job requested by IT department and make sure that cartridges are ordered on time * Mail Distribution: Process and deliver internal and external mail on a daily basis * Liaise with couriers’ companies, books, and prepare the Airway bill for outgoing shipments Policies and Procedures / HSE * Comply with operational procedures and instructions when performing all job tasks and activities * Comply with relevant safety, quality and environmental control procedures and instructions **SPAN OF COMMUNICATION Internal:** All Employees External: Callers, External visitors, couriers’ services and stationeries #### **Skills Description** **Required Qualifications:** * Diploma in Business or HR **Preferred Experience:** * 1 to 2 years of relevant experience as an administrator or receptionist **Core Competencies:** * Good Communication Skills * Ability to take messages accurately and pass them on * Attention to details * Motivated and positive attitude