Maintain a high standard of professionalism through appropriate telephone manners, excellent communication, friendliness and a neat / tidy first contact impression
Main responsibilities:
Manage the switchboard
Answer telephone inquiries and take messages.
Hospitable at reception to all visitors.
Conduct all administrative tasks on the request of the admin staff.
Perform all typing, faxing, e-mailing tasks.
Liaison with customers/ clients.
Specific tasks
Receive customers and clients.
Ensure that customers’ needs are looked after while they wait at reception or attend meetings. Offer refreshments.
Address queries and refer to relevant person.
Assist with information queries about Allee Bleue as a venue /functions
Telephone system control - Answer all telephone calls.
Attend to all telephone calls in a professional manner.
Take messages and ensure the message is delivered to the right person. Follow up on messages.
Respond to general inquiries regarding the estate.
Assist admin/fin dept. with filing and general admin.
Keep reception clean and tidy.
General tasks:
Attend to needs or enquiries – visitors / guests
Organise and Receive parcels / packages from Courier services.
Keep telephone number list update and distribute to relevant staff members.
Mail: sort, open and distribute
Purchase stationery and distribute
Photocopying
Faxing
E-mails: quick response and forwarding to relevant person/dept.
Data capturing
Ensure monthly telephone usage list (report) is received by HR.
Co-ordinate any special arrangement for birthdays.
Assist clients in absence of Function Co-ordinator.
Assist with general tasks requested by Management or Admin.
Hospitality –give information pamphlets out. Contact clients on request from Function Co-ordinator.
Change back-up tapes – daily
Music at reception: Switch on in morning
Copy, bind or laminate documents
Provide acc. guests with menus and promo items
Ad hoc - Assist other Departments