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Secretary / Front Office Receptionist Job in Kenya

Job Title: Secretary / Front Office Receptionist

Department: Administration

Reporting to: Partner

Liaising with (Departments): All Department

Job Summary: The incumbent of this position shall be the first contact point of all visitors and telephone communications to the office.

She will be in-charge of ushering the visitors and directing the calls to the respective persons.

Principle duties and responsibility

  • Receiving visitors of all kind and directing them appropriately
  • Handling incoming and outgoing telephone calls, emails and faxes
  • Word processing documents such as letters, memos and minutes
  • Clerical duties such as photocopying, scanning, faxing, filing, binding and dispatching
  • Maintaining a hard copy and electronic filing system
  • Keep a database of contacts of all potential and current customers and suppliers
  • Record all customers enquiries and complaints and refer them to the relevant departments
  • Receive and make calls into and out of the office
  • Receive visitors to the office and direct them appropriately
  • Ensure that the reception is kept clean and is well organized
  • Receive and dispatch any incoming or outgoing deliveries on behalf of the various departments
  • Carry out filing of all print outs by the technical team into respective files
  • Ensure that all windows and doors are locked and all computers have been shut down
  • Any other duties as may be prescribed from time to time by your supervisor

Key Results
  • Satisfied clients and visitors
  • Clear communication on all enquiries
  • Quick retrieval of documents from soft and hard files
  • Prompt delivery of mails (hard copies and emails)
  • Ensure Office equipments functioning well
  • Never run short of supplies
  • Meet specific deadlines on different projects
  • Relay information as given by callers on phone and in person
  • Timely delivery of correspondences
  • Good Customer service
  • Good telephone etiquette

Qualification, Competences required
  • Must be a holder of at least a diploma in secretarial, or Public relations, or business administration
  • Should have at least more than 3 years experience in front office (experience in working in a law firm will be an added advantage)
  • Must have good communication skills
  • Must be pleasant and with good public relations
  • Good interpersonal skills to relate with persons of all levels
  • Patience in handling visitors and communicating on phone
  • Confidentiality on all client matters

If you are interested and qualified please send a cover letter and CV to indicating the job applying for in the subject of the email.

Only shortlisted candidates will be contacted

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