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