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