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.
