Reception / Executive Assistant

MAIN DUTIES AND RESPONSIBILITIES:

• Greet and welcome guests as soon as they arrive at the office
• Answer, screen and forward incoming phone calls
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
• Provide basic and accurate information in-person and via phone/email
• Receive, sort and distribute daily mail/deliveries
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
• Order front office supplies and keep inventory of stock
• Update calendars and schedule meetings
• Arrange travel and accommodations, and prepare vouchers
• Keep updated records of office expenses and costs
• Preparing reports, memos, invoices letters, and other documents.
• Handling basic bookkeeping tasks.
• Filing and retrieving the clinics records, documents, and reports.
• Reading and analyzing incoming memos, submissions, and distributing them as needed.
• Performing office duties that include ordering supplies and managing a records database.
• Opening, sorting and distributing incoming faxes, emails, and other correspondence.
• Perform other clerical receptionist duties such as filing, photocopying and transcribing.

Education & Experience

• BA degree in Office Management, Secretariat science, Business Administration Management or related fields of study.
• 3 or more Years Experience

Skills

• A proactive approach to problem-solving with strong decision-making skills.
• Professional level verbal and written communications skills.
• Proven work experience as a Receptionist, Front Office Representative or similar role
• Proficiency in Microsoft Office Suite
• Professional attitude and appearance
• Excellent organizational skills