Reporting Line: Office Administrator/HR

JOB PURPOSE

• Attend to visitors and deal with inquiries on the phone and face to face. Supply information regarding the organization to the general public, clients, and customers.

• Answer telephone, screen, and direct calls

• Take and relay messages on behalf of the staff

• Welcome persons entering the organization

• Direct persons to correct destination – offices, meeting rooms, Board Rooms

• Deal with queries from the public and customers

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

• Monitor visitor access and maintain security awareness

• Provide general administrative and clerical support to all staff members

• Prepare correspondence and documents

• Receive and sort mail and deliveries

• Schedule appointments

• Maintain appointment diary either manually or electronically

• Organize conference and meeting room bookings

• Co-ordinate meetings and organize catering

• Monitor and maintain office equipment

• Control inventory relevant to the reception area

• Ensure tidy, healthy, and clean reception area at all times in addition to public areas – meeting rooms, conference rooms, pubic toilets, compound area, etc.