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