· To operate a multi-line telephone system to answer incoming calls and direct callers to appropriate personnel.
· To act as the first point of contact of visitors and clients, providing excellent customer service and administrative support.
· To undertake other administrative tasks as identified by the HOD.
A) Key Responsibilities & Duties
Office Administration
· Greeting Visitors: Welcome guests and visitors with a warm and friendly demeanor, offering assistance and guidance as needed. Direct visitors to appropriate individuals or departments within the organization.
· Answering Calls: Manage incoming phone calls, screening and directing them to the appropriate person or department. Take accurate messages and ensure they are delivered promptly.
· Managing Correspondence: Handle incoming and outgoing mail, packages, and deliveries. Distribute correspondence to relevant recipients and assist with mailings as required.
· Scheduling and Appointments: Maintain calendars and schedules for meeting rooms, appointments, and reservations. Coordinate appointments and meetings for staff members as requested. Manage staff contacts.
· Administrative Support: Provide administrative assistance to various departments as needed, including typing, filing, photocopying, and data entry. Assist with the preparation of documents, presentations, and reports for meetings.
· Maintaining Reception Area: Ensure the reception area is clean, organized, and presentable at all times. Manage office supplies and inventory for the reception area.
· Handling Inquiries: Respond to inquiries from clients, customers, and the general public in a courteous and professional manner. Provide information about the organization, its products, and services as required.
· Technology Management: Utilize office equipment such as telephones, computers, and printers efficiently. Troubleshoot minor technical issues and escalate more complex problems to the IT department.
· Provide other administrative and general support to HOD as and when required.
B) Other Responsibilities & Duties
Carry out any other duties as assigned by HOD/supervisor
Candidate Requirements
Technical Requirements
· At least GCE “N” Level
Core Competencies
· Good interpersonal and teamwork skills
· Committed and responsible
