Front Office Officer
Job Description
Position Purpose
Position Purpose
Responsible for performing a wide variety of clerical and receptionist
duties.
Records and relays messages to appropriate personnel.
Provides administrative information to Company personnel and
performs miscellaneous support functions as assigned.
Projects the Company’s Brand and Core Values.
Essential Functions and Basic Duties
1. Assumes responsibility for the effective performance of assigned receptionist and clerical functions.
Essential Functions and Basic Duties
1. Assumes responsibility for the effective performance of assigned receptionist and clerical functions.
- Receives
and screens telephone calls. Answers routine questions or directs
them to appropriate personnel. Records and relays messages.
- Receives
and directs visitors to relevant boardrooms
- Control
of boardroom bookings
- Relieves
telephone switchboard at all times
- Call
creditors to collect their cheques and record keeping
- Receiving
and controlling of hand delivered documentation/invoices and distribution
to relevant staff.
2. Assumes responsibility for establishing and maintaining
effective business relations with clients, vendors, and trade professionals.
- Assists
with questions and problems courteously and promptly.
- Maintains
the Company's professional reputation.
- Control
and assistance with receiving and sending of parcels.
- Control
and stock up of stationary requirements.
3. Assumes responsibility for establishing and maintaining
effective working relations with Company personnel and management.
- Assists
and supports department personnel.
- Coordinates
activities with related departments and obtains or conveys information as
needed.
- Keeps
management informed of area activities and of any significant problems.
- Attends
and participates in meetings as required.
- Booking
of accommodation and flight tickets with travel agency, complete business
applications and obtain required
signatures
4. Assumes responsibility for related duties as required or
assigned.
- Ensures
that work area is clean, secure, and well maintained.
- Completes
special projects as assigned.
- Capture
day to day office running financial cost information on a monthly
spreadsheet
- Capturing
of data
- Processing
of payments
- Generating
and entry of orders
- Managing
of petty cash
- Adherence
to safety policies and regulations
- Use
initiative and make recommendations with regard to the control process of
consumables.
- Inform
management of any incidents or problems.
- General
maintaining of the office environment by identifying and obtaining
quotations for the day to day services needs.
- Completing
of non/scheduled inspections on regular intervals
- Controlling
of stationary and requests.
- Ensure
a clean and safe office environment.
Performance Measurements
- Calls
and inquiries are courteously and professionally handled or
referred. Professional relations exist with all contacts.
- Good
working relations exist with Company personnel and management and
assistance is provided as needed. Management is appropriately
informed.
Qualifications
Education/Certification: Recognized Diploma/Certificate
Required Knowledge:
- Basic
understanding of business service functions.
- Knowledge
of related computer applications.
Experience Required:
- Previous
related experience helpful.
- 2-3
years Secretarial / PA experience/Front Office (all in a service oriented
company)
Skills/Abilities:
- Excellent
spoken and written English
- Excellent
phone skills.
- Good
communication and public relations skills.
- Excellent
Organizational Skills.
- Friendly
disposition and clam demeanor
- Able
to use PC, printer, phones, and basic business equipment.
To Apply
Applicants should email their applications attaching a detailed
curriculum vitae and a letter indicating why they are interested in and qualified
for the position and the names of three referees who can provide confidential
assessment of their capabilities to a Search Committee.
All communications relating to applications for this position
should be addressed to: email address: therecexpert@gmail.com.
Applications should be received by 11th December 2012.
Only shortlisted candidates will be contacted.
On the subject matter of the email please indicate the position
you are applying for.
Candidates earning more
that Kshs. 25,000 need not apply.
