Position: SECRETARY CUM RECEPTIONIST.
Deadline: 10 Nov 2024.
Date posted: 08 Oct 2024.
Location:Morogoro.
Description:
Job Summary
The Secretary cum Receptionist will be the first point of contact for the company. The ideal candidate will be responsible for managing and updating the Managing Director' calendars and front desk on a day-to-day basis while performing variety of administrative and clerical supports across the business to the highest quality standards. She should exude a pleasant personality and ultimately be responsible for ensuring the front desk welcomes guests positively, provide general information about the company, and answer inquiries related to activities conducted by the company.
Responsibilities
- Manage and update Managing Director's calendars and schedule meetings
- Greet and welcome guests as soon as they arrive at the company’s reception area
- Direct visitors to the appropriate persons and offices they are visiting after doing due diligence
- Answer, screen, and forward incoming phone calls
- Receive, sort, and distribute correspondences
- Ensure the reception area is tidy and presentable, with all necessary stationery and material (e.g., pens, forms, company brochures and magazines/ newspapers)
- Provide basic and accurate information in-person and via phone/email
- Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
- Order front office supplies and keep inventory of stock
- Assist with travel and accommodation schedules and prepare vouchers where necessary
- Keep updated records of office expenses and costs
- Perform other clerical receptionist duties such as filing, photocopying, transcribing, and scanning
Requirements
- Bachelor’s degree in any related field
- Minimum of three (3) years relevant work experience
- Proven work experience as a Secretary, Admin, PA, Receptionist Front Office Representative, or similar role
- Strong skills in Records & Archives Management or Administration.
- Hands-on experience with office equipment (e.g., computer and printers)
- Professional attitude and appearance
- Solid written and verbal communication skills (preferably English and Swahili)
- Ability to be resourceful and proactive when issues arise
- Excellent organizational skills
- Multitasking and time-management skills, with the ability to prioritize tasks
- Customer service attitude
- Proficiency in Microsoft Office Suite.