Receptionist / Admin Assistant

🗏Job Type

Full Time

Building.

Ensure that the front and rear entrances of the reception desk are clean.
Switch on reception lights and check cleanliness of the interior, making a record of any poor levels of cleanliness or any maintenance issues and take necessary steps/action to remedy.
Ensure that the kitchens are well stocked with milk, sugar, tea and coffee
Telephone System.

Operate switchboard from 8.30am – 5 pm; receiving and transferring telephone calls, announcing callers, taking brief messages and passing these on via the DingTalk system or relevant tool.
Ensure all voicemail messages to main office number are taken and directed to staff members. Maintain and ensure that the answer message is appropriate.
Report telephone equipment and line faults to the operational coordinator.
Train all new staff in the operation of the telephone system, as part of the New Staff Induction process and take a pro-active approach to ensuring existing staff are properly trained on making full use of the system.
Review and update on a regular basis the staff contact and telephone extension lists.
Reception.

Greet and welcome visitors to the Offices during working hours, ensuring they sign in the visitor’s book and informing the relevant member of staff of their arrival.
Monitor and ensure that the reception area is kept tidy and projects a business-like image.
Keep a record of staff signing in and out of lunch.
In the event of a fire and/or any other emergency requiring staff to leave the building, to be responsible for ensuring that the visitors book and staff movement sheets are removed from Reception and taken to the outside meeting point.
Check and sign for deliveries, before informing the relevant member of staff of their arrival. Deliveries by post or courier will include valuable items (cash, passports). Follow procedures and ensure security of valuables.
Log extension changes and advise all staff accordingly.
Post.

Process and arrange deliver internal and external mail daily. Check that costs are charged to the appropriate programmed.
Ensure that printer is charged and maintained.
Couriers book and collection.

On receipt of the appropriate request form/email/call, book and taxis on behalf of members of staff.
Process invoices and draw up paperwork to ensure costs are allocated to the relevant departments.
Ensure follow the courier P&P.
Office Services.

Provide office supplies (Stationery & kitchen supplies& refreshment) for staff and maintain adequate stocks; task includes ordering new supplies, identifying new suppliers and obtaining the best price for Alert.
Provide administrative and general support to the operational coordinator in ensuring compliance with company P&P.
Process invoices for the team including validating and obtaining authorization for payment.
Meetings and Events management

Provide logistical support to meetings held in the Board Room, to include preparation of meeting and conference rooms and assist in arrangements for catering provisions
Typing minutes given
Other

Provide support to the operational coordinator and management Team and contribute
Contribute to team-wide communications and knowledge management, and participate in organization-wide events and discussions on related topics/projects.


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Job id : , #75603, 59 views,

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