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”
- Reception areas must always be in a “clean and neat” environment
- Relevant experience with good telephone etiquette

**Knowledge Skills and Abilities, Key Responsibilities**:
**Knowledge, Skills and Abilities**
- Minimum 3 years of relevant experience with good telephone etiquette
- Ability to communicate effectively and work in a diverse environment
- Understand the necessity for confidentiality
- Motivated, enthusiastic, organised with good multitasking skils
- Minimum diploma and above

**Key Responsibilities**
- Attend to phone calls and transferring them to the appropriate person or department. Taking messages and forwarding them to the appropriate person, if needed
- Backup Receptionist during lunch break and absences when required
- To maintain registers of courier transactions and outgoing mails and reconciliation with Accounts
- To coordinate outgoing and incoming courier pickups and deliveries
- To ensure that incoming faxes are distributed or forwarded to respective staff or department
- Updating of telephone directory
- Collection of mails from Building post boxes, date stamp all incoming mails for distribution
- To maintain the operating manual for equipments such as coffee machine, kitchen appliances, board room equipment etc.
- Assist with booking arrangement for all meetings and video conferences setup
- Respond to requests in changing of lighting tubes, air-conditioning, toilet malfunctioning, etc.
- Liaise with building maintenance team to service any maintainence requests
- Assist with the bookings of taxis and restaurants
- Attend to guests and serving of beverages and meals
- Ordering and collection of food for Breakfast/Lunch meetings and Board meetings
- Setting up tables and arranging chairs for meal services
- Ascertain purpose of visit of guests and inform staff accordingly
- 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 re-direct 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
- To assist with catering orders for events and meetings
- Able to work on some weekends for events and meetings
- Render support for BCP exercise
- Assist the Chief Fire Warden in the event of Fire Evacuation Exercise

**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.