Receptionist

PHILIPS CONSULTING FIRMS:


Reqruies the service of our client An oil and gas firm for a qualified and experienced candidate for this position



Job Summary:

  • This position requires a dependable individual with knowledge of office administration practices and procedures and excellent customer service requirements.
  • As the first contact within the office, this individual must possess a professional attitude, a professional appearance and grooming and a pleasant personality which conforms to general business standards.
  • Primary responsibilities would include answering multi-line telephone system, receiving and managing visitors and performing other administrative support tasks.




Responsibilities:

  • Promptly and cordially, answer the corporate phone lines within his/her responsibility area
  • Screen, route and refer calls to the appropriate person or voicemail, in a professional manner.
  • Promptly and courteously welcome visitors and provide requested information and/or direct them to the proper person or department.
  • Review incoming mails and distribute them in accordance with established corporate procedures.
  • Prompt processing and dispatch of outgoing mails for all departments.
  • Ensure the mail handling process is seamless and risk free, with prompt feedback on situation of mails to concerned parties at all times
  • Maintain strict client and program confidentiality.
  • Ensure that the reception area is neat and well organized
  • Generate and maintain updated employee contact and extension list and events calendar as changes occur as well as the company’s directory.
  • Ensure office supply storage areas and Xerox centers are kept stocked, cleaned and organized.
  • Ensure that all coffee areas, lunchroom, kitchen areas, reception area and boardroom are cleaned at the end of each day, and kept in a professional looking manner.
  • Provide general administrative support as directed by supervisor.




Key Performance Indicators:

  • Finance Perspective
  • Telephone cost management initiative
  • Customer Perspective
  • Customer Service attitude
  • Speed of attending to guests/visitors
  • Prompt follow up on instructions
  • Internal Processes
  • People management process
  • Efficient information dissemination
  • Effective manpower utilization
  • Goal congruency strategy
  • Learning & Development
  • Training and development relevance
  • Service delivery lead time improvement




Qualifications and Experience

  • Degree in English or related discipline
  • Minimum 1 year experience in similar role.
  • Ability to communicate effectively and courteously with diverse individuals and situations.
  • Knowledge of office practices and procedures and ability to follow established policies.
  • Experience in the use of MS office applications.
  • Demonstrated ability to type at least 45 words per minute with a high level of accuracy.
  • Ability to establish and maintain effective working relationships with varying personalities.





Competences and Qualities

  • Tactful and analytical in facility management
  • Strong general management skills (leadership, mentoring, performance management, interpersonal, people management, communication)
  • Excellent customer service and people management skills
  • Excellent interpersonal, mentoring/ coaching and leadership skills.
  • Excellent analytical and problem solving skills.
  • Industry and business knowledge (Oil & Gas, Marine, Telecoms)
  • Ability to think strategically and approach issues from a holistic perspective.
  • Ability to formulate and or champion ideas and concepts to improve business performance in order to achieve its set objectives.
  • Appreciation of leading practices and trends in risk management.
  • Appreciation of strategic planning and performance measurement tools and techniques.
  • Excellent resource management skills.
  • Highly motivated, flexible & proactive
  • Focused, disciplined, self-driven and goal-oriented
  • Understanding of basic information technology and networking support issues






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