Receptionist /Administrative Assistant -

Provide telephone answering, administration, and reception services.  Organize the mail, welcome visitors, and provide hospitality to guests and clients.  Provide HR administrative support either as part of the team or individually.

• Two (2) years' experience in a similar capacity

• Well presented with exceptional customer service skills.

• Ability to provide an effective reception and switchboard service and able to receive guests on arrival in a friendly, helpful, and approachable manner.

• Must exhibit a willingness to learn and possess the ability to multi-task and meet tight deadlines, and to follow instructions.

• Excellent verbal and written communication skills, MS Office (Word, Excel, and PowerPoint) and email systems,

• Strong administrative coordination abilities

• Answer, screen and direct incoming phone calls while providing basic information to callers. Receive and relay messages.

• Greet, direct, and announce visitors appropriately.

• Receive, sort and distribute mail and deliveries. Record outgoing mail for postal and courier services as appropriate. Maintain franking machine ensuring rates are updated in a timely manner.

• Assist the HR Manager with general administrative duties as required.  Maintain, support and input information to the HR system and generate reports to support the HR function.

• Maintain security by following procedure, monitor the log book, and issue visitor badges.

• Maintain safe and clean reception in compliance with procedures, rules and regulations.

• Schedule conference and meeting room appointments.

• Ensure knowledge of staff movements in and out of the organization.

• Always obtain reception relief from other office staff, regardless of duration.

• Report any faults with switchboard immediately by calling IT Department.

• Logging and coding vendor invoices for payment process

• Coordinating Personnel logistics

• Book ground and air transportation, accommodation, medical services appointments.

• Track and order service awards.

• Managing office stationery inventory

• Track and maintain archived files (both paper and electronic).

• Provide onshore support during Emergency Response.

• Provide support to the operations – Personnel Administrator when required.

• Other duties as assigned.