Receptionist

The Role:
1. Reception management
■■Receiving all incoming telephone calls in a pleasant and official manner, screening and directing calls appropriately
■■Take and relay messages
■■Provide information to callers
■■Greet persons entering organization
■■Direct persons to correct destination
■■Deal with queries from the public and customers
■■Ensures knowledge of staff movements in and out of organization
■■General administrative support
■■Receive, record and sort mail and deliveries
■■Schedule appointments
■■Maintaining the resource calendar electronically
■■Organize meetings
■■Tidy and maintain the reception area
■■Ensuring that all the telephone lines and extensions are in perfect working condition all the times
■■Making sure that the operations of the switchboard are cost effective
■■Ensuring that there is no misuse of the company telephones at all times
■■Taking messages on behalf of the staff who are not available & communicating the same
■■Scheduling international teleconferences and adhering to the time zones differences

2. Record keeping
■■Keeping an up to date record of all calls made
■■Keeping a daily log/ report on the telephone lines and handing it over to the immediate supervisor on a weekly basis
■■Keeping records for all outgoing & incoming mail

3. Handling of clients/visitors
■■Receiving Company visitors and directing them appropriately
■■Ensuring that all people calling are handled in an official manner and receive the necessary assistance they may be requiring
■■Ensure that the reception area is always clean, neat and looks attractive
4. Resource allocation and mobilization and record keeping
■■Ensuring that employees are equipped with adequate tools of trade
■■Control of the company’s laptops, LCD projectors, flash disks etc
■■Dispatching company mails, parcels and keeping records of the same
5. Contact with service provider
■■Ensuring that all telephone lines are working
■■All faulty lines should be reported to the service provider with immediate effect and follow ups made to ensure that the fault is rectified

The Person:
To be successful in this role you will have:
■■Higher Diploma/ Degree in a relevant area. A qualification in Front Office Management will be an added advantage
■■At least 3 years experience with managing a busy switchboard and reception area
■■Client management experience
■■Knowledge of office administration procedures
■■Knowledge of computers and relevant software applications
Key Competencies:
■■Excellent verbal and written communication skills
■■Professional personal presentation
■■Customer service orientation
■■Information management, organizing and planning
■■Attention to detail
■■Initiative and reliable
■■Stress tolerance
General Skills:
■■Switchboard management
■■Excellent interpersonal skills
■■Record keeping and public relations
■■Resource management
■■First Aid skills

If you are this person, then you are right for us and we are right for you!
Please email a CV and covering letter explaining why you are interested in this position to careers-ke@ipsos.com. Applications will not be considered if covering letter is not attached. Include “Receptionist” in the cover letter and email subject header.

(Male candidates are encouraged to apply)
Ipsos is an innovative, entrepreneurial, client-focused organisation, providing research services to clients on a global basis. We set ourselves high standards and aim to work collaboratively in partnership with our teams in order to service our clients most effectively.

We are a prime source of holistic market information services that enhance planning and decision making in the Private, NGO and Public Sectors across sub-Saharan Africa. We are an integrated media research & media monitoring, social and market research company providing evidence and insights which inform and advise on a wide range of business and social issues.

For more information on Ipsos-Synovate please visit: www.ipsos.com
Only short-listed candidates will be contacted.
Deadline for application: 19th March 2013, 5pm