Job Title: Secretary
/ Front Office Receptionist
Department: Administration
Reporting to: Partner
Liaising with (Departments): All
Department
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 recruitment@postureconsulting.com
indicating the job applying for in the subject of the email.
Only
shortlisted candidates will be contacted
