Job description

JOB PURPOSE: Contribute to the provision of quality services by providing administrative support in a professional and efficient manner and ensure effective and efficient handling of all administrative activities by communicating and coordinating internal and external visitors, callers and customers

KEY ACCOUNTABILITIES

Telephone System: Receive, direct and relay telephone messages to the person concerned in a professional manner to reflect a good image of the company

• Monitor international calls and seek approvals from line managers when necessary
• Answer calls within 3 rings by stating name and company name using a friendly voice
• Re-direct calls where necessary to the appropriate extension
• Review and update on a regular basis the staff contact, and telephone extension lists
• Reception: Greet and welcome visitors to the offices and inform concerned members of their arrival
• Attend to visitors a in terms of food and beverages when requested
• Monitor and ensure that the reception area is kept tidy and projects a business-like image
• Office Supplies: Maintain an inventory of office supplies (Stationary, kitchen items...Etc) and monitor its usage
• Properly record all the stationery given to the employees
• Report: Report any telephone or equipment breakdown immediately to the HR Administration Manager/IT in order to proceed urgently with the necessary repairs or replacement to avoid communication interruption
• Liaise with photocopier machine suppliers for any repair/maintenance job requested by IT department and make sure that cartridges are ordered on time
• Mail Distribution: Process and deliver internal and external mail on a daily basis
• Liaise with couriers’ companies, books, and prepare the Airway bill for outgoing shipments

Policies and Procedures / HSE

• Comply with operational procedures and instructions when performing all job tasks and activities
• Comply with relevant safety, quality and environmental control procedures and instructions

SPAN OF COMMUNICATION Internal: All Employees External: Callers, External visitors, couriers’ services and stationeries

Preferred candidate

Years of experience

No experience required