Urgent Recruitment

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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