Receptionist

**Main Purpose**:The Receptionist must understand the importance of creating a positive and professional first impression on callers and visitors.

To provide a concierge image of:

- Being helpful and approachable to our guests and internal staff
- To focus and to provide the very best in “guest service”
- Receptionist area must always be in a “clean and neat” environment
- Relevant experience with good telephone etiquettes

**Knowledge Skills and Abilities, Key Responsibilities**:
**Key responsibilities**

Answering telephone calls
- Attend to telephone calls and transferring them to the appropriate person or department. Taking messages and forwarding them, if needed

Reception
- Backup receptionist during 1 hour break and absences when required

Courier Services
- To maintain registers of courier transactions and outgoing mails. Thereafter, reconciliation with Accounts
- Coordinate outgoing and incoming courier pickups and deliveries

Telephone Directory
- Update the telephone directory regularly

Collection of mails
- To collect mails from the Building postboxes
- Date stamp all incoming mails for distribution

Operating Manual
- To record the operation of equipment such as coffee machine, kitchen appliances, boardroom equipment as well as equipment in all meeting rooms

Booking of Meeting Rooms
- Assist in booking arrangement with meetings and video conferences setup

Maintenance Services
- Respond to requests in changing of lighting tubes, air-conditioning, toilet malfunctioning, etc.
- Liaise with building maintenance team to service the requests

Support Services
- Assist in bookings of taxis and restaurants
- Attend to guests, serving of beverages and meals
- Ordering and collection of food for Breakfast/Lunch meetings and Board meetings
- Table arrangement for meal service
- Assist the Chief Fire Warden in the event of Fire Evacuation Exercise
- Render support during BCP exercise
- Able to work on weekends if required for events and meetings
- Assist with catering orders for events and meetings

Front Office
- Issue visitor passes and ensure all visitors are escorted into the office premises by staff
- Attend to and sign for registered/couriered mails and parcels and redirect them to departments or to the recipient
- Ensure that all meeting rooms and front lobby areas are cleaned and well-maintained and all chairs and sofas are neatly arranged and tables are cleared of drinks
- To keep the reception area to a high standard and maintain stacks of company publications on display shelving

**Knowledge, Skills and Abilities**
- Minimum 3 years of relevant experience with good telephone etiquette
- Excellent written and verbal communication skills
- Ability to work in diverse environment
- Understand the necessity for confidentiality
- Motivated, enthusiastic, organised and ability to multitask

**Key Relationships and Department Overview**:
Internal and external stakeholders

About Us
Founded in 1993, Trafigura is one of the largest physical commodities trading groups in the world. At the heart of global supply, Trafigura connects the world with the vital resources it needs. Through our Oil & Petroleum Products, Metals and Minerals, and Power and Renewables divisions, we deploy infrastructure, skills and a global network to move commodities from where they are plentiful to where they are needed most, forming strong relationships that make supply chains more efficient, secure and sustainable.

Trafigura also owns and operates a number of industrial assets including a majority share of global multi-metals producer Nyrstar and fuel storage and distribution company Puma Energy; and joint ventures Impala Terminals, a port and logistics provider, and Nala Renewables, a power and renewable energy investment and development platform. With over 1,000 shareholders, Trafigura is owned by its employees and employs over 13,000 people working in 48 countries.