Position Summary
Provide an efficient reception and telephone service to all visitors, delivering a high standard of customer service. To work effectively to meet company delivery expectations whilst ensuring safety, cost and quality goals are met.
Receiving visitors at the front desk by greeting, welcoming, directing and announcing them appropriately
Duties And Responsibilities
Functions
1. Perform reception duties in an efficient, professional and courteous manner and deal with queries from staff and the general public both in person and by telephone
2. Welcome visitors, ensuring they follow the sign-in procedure and advising the appropriate host
3. Greet and welcome guests as soon as they arrive at the office making sure they have viewed the HSE videos
4. Direct visitors to the appropriate person and office
5. Answer, screen and forward incoming phone calls
6. Ensure reception area is tidy and presentable, with all necessary stationery and material (eg. pens, forms and brochures)
7. Provide basic and accurate information in-person and via phone/email
8. Receive, sort and distribute daily mail/deliveries
9. Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
10. Order front office supplies and keep inventory of stock
11. Arrange travel and accommodations, and prepare vouchers
12. Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing
13. Produce shipping docs
14. Scanning PODs
15. Admin support for Sales, Manufacturing and Shipping team as requested.
16. Other duties as assigned.
Safety
17. Ensure that the Safety policies and procedures are understood and adhered to so far as is reasonably practicable in order to ensure a safe working environment.
Other
18. Carry out work in accordance with the Company Health, Safety, Environmental and Quality Systems.
19. Perform the assigned tasks with due diligence regarding the Integrated Management Systems on the Company.
20. Eliminate waste of whatever form, to suggest the use of more environmentally friendly substances and practices and contribute to the continuous improvement of the environment.
Supervisory Responsibilities
This position has NO direct supervisory responsibilities.
Reporting Relationship
Receptionist reports to Inside Sales Manager
Qualifications
21. Educated to minimum of ‘A’ Level standard or above
22. Excellent numeracy & literacy skills
23. Fully conversant with Microsoft Office
Knowledge, Skills, Abilities, and Other Characteristics
24. Proven work experience as a Receptionist, Front Office Representative or similar role
25. Proficiency in Microsoft Office Suite
26. Hands-on experience with office equipment (e.g. fax machines and printers)
27. Professional attitude and appearance
28. Solid written and verbal communication skills
29. Ability to be resourceful and proactive when issues arise
30. Excellent organizational skills
31. Multitasking and time-management skills, with the ability to prioritize tasks
Working Conditions
This position is considered OFFICE WORK which is characterized as follows.
32. Almost exclusively indoors during the day and occasionally at night
33. Occasional exposure to airborne dust in the work place
34. Work surface is stable (flat)
Physical Activity/Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position is considered LIGHT work.