Job Description

We are looking for an experienced receptionist/administrator to be the first point of contact for our business. You will need to have a friendly personality and have a methodical approach.

Responsibilities will include: -

• Ensure there is a friendly and professional “first port of call” for all clients/visitors to head office.
• Ensure all telephone calls received are dealt with in accordance with company policy.
• Listening to answering machine messages each morning, recording these on email and sending to the relevant person.
• Answer all incoming phone calls, helping with queries where possible, or transferring to relevant department.
• Taking telephone message when required.
• Acting as first port of call for all visitors, ensuring they sign in the Visitors Log and make refreshments when required.
• Open and date stamp all incoming mail each morning & pass to relevant department.
• Frank each item of outgoing mail each day.
• General office administration duties including filing, using photocopier and fax machine.
• Making a log of all incoming faxes received, and distribute to relevant department.
• Typing letters to clients or customers when required.
• Any ad-hoc typing which any department may require.
• Responsible for ensuring the Purchase Order file is kept maintained and up to date.
• Maintaining levels of stationary, water, refreshments etc.
• When orders are received check items against the delivery notes.
• When invoices are received check prices, items etc. against delivery note and original Purchase Orders to ensure everything is correct, and then pass to Wages Department for payment.
• Report faulty machinery when necessary.
• Provide support to the Personnel Department on a daily basis.
• Create new clocking cards at the end of each week, and pass each week’s cards on to the office manager.

Benefits:

• Company events
• On-site parking

Schedule:

• Monday to Friday

Required Knowledge, Skills, and Abilities

Experience:

• Receptionist: 5 years (preferred)