Receptionist

Main Purpose:

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.

ESSENTIAL DUTIES

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.

Booking of Boardrooms

• •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.

Booking of Video Conferences

• •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

Guest Relations

• •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

Incoming and Outgoing Mail

• •Receive sort and route mail, documents and deliveries
• •Monitoring of incoming and outgoing couriers
• •Liaison with courier companies

Additional Administrative duties for Fadi, Patricio, Tendai and Mohammed (CEO, COO, CFO, GM)

• •PCR tests
• •Company secretarial (Signatories)
• •Visas
• •LOI’s
• •LOE’s
• •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

• Operational Delivery
• 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.

Key Relationships and Department Overview:

Internal - all employees

External: Trafigura; Puma; Impala guests