About this role
Main Purpose: The Receptionist is responsible for providing secretarial, clerical and administrative support to Trafigura and its subsidiaries, in order to ensure effective and efficient service. Knowledge Skills and Abilities, Key Responsibilities: SKILLS and COMPETENCIES
• MS Office Suite • Knowledge of equipment, materials and suppliers used in facilities management. • Proven experience as a Concierge • Familiarity with hospitality industry standards • Proficiency in English; knowledge of additional languages is a plus • Computer literacy • A customer-oriented and professional attitude • An outgoing personality • Outstanding communication abilities • Excellent organizational and time-management skills • Hospitality and customer centric focus. • Emotional Intelligence: ability to work with colleagues who have different ways of behaving and interacting. • Resilience: ability to cope with setbacks. • Ability to work unsupervised. ESSENTIAL DUTIES Switchboard Duties
• Answering telephone calls promptly and efficiently • Screening and directing of calls • Assist staff with outbound and international calls • Recording of messages correctly and forward timeously • Make a good first impression • Provide efficient trafficking of calls • Obtaining accurate information to forward calls efficiently • Maintaining office morale and good telephone etiquette. Booking of Boardrooms
• Schedule meetings in relevant boardrooms as per employee requirements • Send out calendar invitations to the relevant participants • Coordinate with tea ladies, for the preparation of meeting rooms as specified by the employee • Set up of Boardrooms for Management Meetings • Setting up of meeting rooms as per employee requirements i.e. desk pads, notepads, mints, chocolates, coasters, glasses, refreshments. Booking of Video Conferences
• Schedule Video Conferences in the available Video Conference meeting rooms • Liaise with the relevant countries in which the Video Conference will take place • Scheduling Video Conferences on TMS System • Issuing of Video Conference confirmations Guest Relations
• Greet visitors in a friendly and professional manner • Organizing of refreshments as per customer requirements • Directing visitors to appropriate contact and ensuring that guests are collected from reception • Clean and tidy reception area during office hours • Adhere to access control arrangements Incoming and Outgoing Mail
• Receive sort and route mail, documents and deliveries • Monitoring of incoming and outgoing couriers • Liaison with courier companies
Additional Administrative duties for Fadi, Patricio, Tendai and Mohammed (CEO, COO, CFO, GM)
• PCR tests • Company secretarial (Signatories) • Visas • LOI’s • LOE’s • Correspondence and phone calls • Managing diaries and appointments • Travel arrangements (Flights, accommodations and transfers) • Printing and binding for regional meetings • Planning of quarterly regional meetings • Organising events and conferences • Reminding the exec of important tasks and deadlines • Assisting with compiling reports/PowerPoints etc • Offering support and assistance
Operational Delivery Review visitor and client arrivals for the day
• Attend to special arrival and meeting room requirements • Provide information about amenities, area and venues • Anticipate client needs and build rapport with clients • Offer assistance with certain tasks (e.g. confirming travel arrangements, taking messages, restaurant reservations, etc) • Offer assistance with meeting room technical requirements. • Report client feedback to the Helpdesk and revert to clients and visitors with resolution • Escalate unresolved complaints to the Manager when necessary • Report any building maintenance to the TFS call centre daily. • Ensure compliance with health and quality standards • Ensure all meeting rooms are set up as required by the client. • Conduct daily inspections to ensure that all chairs are in place, meeting room is clean and cables are tidy. • Test AC and VC equipment prior to use. • Ensure that all white boards are cleaned, white board markers are working well and that an eraser is available. • Sign AMX panels in and out as and when required. • Ensure that rooms are cleared and tidied after each meeting. • Ensure that tables are cleared and chairs are aligned after each meeting. • Report over flowing dustbins and cleaning issues to the cleaning team on duty in your area. • Report and hand in any lost property found in meeting rooms to security.
Key Relationships and Department Overview: Internal - all employees External: Trafigura; Puma; Impala guests