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Receptionist
Receptionist Full Time
About the job
- Reception/Switchboard
- Sit in the reception to answer the phone
- Maintain professional appearance of reception desk and lobby area.
- Open the reception area and switchboard promptly at designated opening time and secure the switchboard and reception area after closing time.
- Answer and direct all calls in an efficient, accurate, professional and pleasant manner.
- Greet and assist all visitors; maintain company visitor sign in book. Assign appropriate badge per in country guidelines.
- Report all telecommunication and data system problems to the Global IT help desk and office manager immediately.
- Assign temporary sign in phone numbers for CISCO Phones in offices.
- Coordinate visitor transportation requirements, such as calling for a cab
- Assist with vendor inquiries and when instructed direct to work area.
- Prepare and send all outgoing mail.
- Monitoring the meeting rooms calendar and provide solutions when needed.
- Facilities
- Morning tasks to ensure that all meeting rooms are presentable and ready for daily meetings. Including power cords, phones etc.
- Ensure all coffee points are ready for employees to use.
- Ensure printers, photo copier are functional.
- Perform other administrative support duties as required by the local facilities manager
- Provide backup for other facility personnel as needed
- Ensure all equipment is operational; coordinate repairs as required. Meet vendors and escort to do regularly scheduled HVAC, AV, Kitchen ….
- Ensure kitchens and coffee points area is clean and free of debris
- Ensure both installed AV equipment and portable equipment is functional; coordinate repairs as required. Ensure all portable projectors are stored and locked away. Before storing ensure all chords and lamps are intact.
- Coordinate repairs within physical office space such as carpeting, repainting, lighting, per approved repair and replacement plans
- Resolve or coordinate resolution for all facilities requests, such as temperature complaints, electricity short etc.
- Safety & Security
- Responsible for overall office safety & security.
- Understand landlord and or building managers evacuation and testing of alarms process
- Assist in coordinating programs to educate employees on building and general office emergency procedures
- Acting on direction of Physical Security, provide assistance as required.
- Problem solving
- Prioritize conflicting responsibilities and schedules.
- Report problems as required.
- Communicate as required to the necessary parties involved.
- In the event of a facilities emergency provide assistance as directed to achieve timely resolution.
- Communicate closure of an issue to one’s own manager as well as the requester.