Receptionist
Full Time
Job Description
- Answering the main reception phone, diverting to relevant parties or taking and distributing messages for the appropriate person.
- Co-coordinating office operations including greeting and advising visitors, candidates, and vendors.
- Coordinate meetings, send Outlook invite, and secure meeting room, order lunch, handle invitations, and other related responsibilities as required.
- Arrange national and international travel for management as well as new hires, visiting employees or others as needed. Provide ongoing office based support while the Senior Management groups are travelling.
- Create and maintain expense reports for Management Team.
- Attend meetings at the request of the Senior Management Team, document minutes of the meetings and distribute minutes to all relevant parties.
- Contributes to team efforts to achieve operational efficiency and a positive working environment.
- Performs Administrative duties, as needed. (i.e., Sends Fed Ex/DHL packages, receives post, handles invoices; performs general office duties including copying, filing and faxing; and creation of documents.
- Performs other administrative tasks as requested by the site lead and office manager or other members of the team.
- Orders office supplies, makes payments on the office credit card, as required.
- Opens and passes on mail, supervises office email inboxes.
- Organizes the kitchen, and monitors that it is in working order.
Required Knowledge, Skills, and Abilities
- Performs job duties under supervision.
- Understands company policies and practices and interfaces with all levels of employees.
- Strong relationship skills.
- Ability to build a rapport with colleagues at all levels in different functions as well as external visitors and callers.
- Good proven understanding of Microsoft Office as well expense management systems (Concur preferred but not required).
- Organized and attention to detail.
- Ability to handle numerous tasks/projects simultaneously.
- Strong interpersonal abilities (including the ability to priorities multiple tasks/projects simultaneously), accuracy and attention to detail are required in this position.
- Interacts optimally and expertly with others.
- Ability to communicate optimally with all levels of the organization.
- Proficiency with numbers including the ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
- Detail oriented; has excellent time management; is flexible, effective, quick learner, proactive and courteous.
- Able to run projects with modest supervision and handle/prioritize multiple tasks and requests simultaneously.
- Ability to support a number of different managers working in a cross functional team.
- Strong interpersonal and communication skills (written and oral); able to maintain confidentiality of information.
- High level of technical proficiency in computer and phone systems (e.g. iPhone & FaceTime, MS PowerPoint, Outlook, Excel, Word, SharePoint, meeting room reservations, Microsoft Teams.
- A-levels or equivalent
Reference no: 99807