Qualifications

• A secretarial/office administration diploma or equivalent qualification.

Knowledge, Skills and Experience

• A minimum of 3 years’ experience in managing and operating a busy switchboard in a corporate setting.
• Proficiency in the latest Google Suite packages or Microsoft Office packages (Word, Excel).
• Excellent verbal and written language skills in English. The ability to converse in a second official language would be an advantage.
• Strong telephone etiquette and communication skills with the ability to handle calls professionally and courteously.
• Excellent interpersonal skills and a pleasant, friendly demeanor, capable of building rapport with visitors and colleagues.
• A strong service orientation and exceptional relationship-building and networking abilities.
• Ability to remain flexible and maintain a positive attitude under pressure, adapting to a variety of circumstances.
• Strong time management, planning, and organizational skills to efficiently handle multiple tasks.
• Self-motivated, reliable, and committed to meeting deadlines with attention to detail and accuracy.
• Professional presentation of oneself and the company at all times.
• Discreet in handling confidential information with integrity.
• Ability to communicate effectively at all levels, both within the organization and with external clients.
• Ability to work independently while taking responsibility for tasks and outcomes.

Key Responsibilities

• Manage all incoming calls via the switchboard and direct them to the relevant departments or individuals.
• Greet and assist visitors with professionalism, ensuring a pleasant and positive first impression.
• Maintain the reception area to ensure it remains neat, tidy, and welcoming at all times.
• Schedule appointments and meetings and coordinate room bookings for employees and clients.
• Ensure the smooth running of daily administrative tasks, including sorting mail, handling deliveries, and managing office supplies.
• Build and maintain strong relationships with employees, visitors, and clients.
• Monitor and ensure the functionality of office equipment (e.g., phones, printers).
• Collaborate with various departments to ensure effective communication and coordination.