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ole:
Receptionist

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eporting Line:
Office manager

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**equirements & Personal Attributes: 2**- years secretarial or administrative diploma M
- inimum 2 years' experience in a similar role. Experience in a professional services environment would be an advantage. E
- xcellent working knowledge of MS Office, Outlook and Internet browsing S
- ound knowledge of office procedures W
- orking knowledge of record-keeping techniques E
- xcellent verbal and written communication skills in English. S
- trong interpersonal skills with an ability to build rapport. G
- ood planning and organisation skills A
- bility to work independently and effectively as part of a team. A
- bility to maintain confidentiality at all times.
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**ersonal Competencies should include: J**ob knowledge, productivity, attendance, responsibility, information seeking, teamwork & cooperation, organizational skills, personal skills, achievement motivation, organizational commitment, self-confidence, customer service orientation, integrity, flexibility.
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**rimary job purpose: T**- assist the Office Manager in the fulfilment of routine administrative duties independently according to general known procedures and practices to ensure smooth running of the administrative matters. O

peration of the main switchboard and reception of visitors, ensuring that a positive first point of contact image of the Firm is demonstrated at all times.

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**uties & Responsibilities: S**pecific duties will vary considerably according to specific needs of the office.

These include but are not limited to:
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- nswer telephone calls and route calls promptly. E
- reet visitors and make waiting time as comfortable as possible. P
- rovide high level of customer service at all times; project and maintain a positive image. E
- nsure there is constant stock of promotional literature of display and that obsolete material is removed. R
- eceive all hand delivered mail and courier shipments and forward the same for distribution. Same to be entered on the Tracking Sheet on DMS. P
- repare documentation for outward shipment by courier services and maintain records for dispatches. M
- aintain a diary for conference room bookings. R
- esponsible for daily maintenance of meeting room schedules; diligent organization of meeting and rooms for staff. C
- onnect conference calls. Take assistance from Head Office Reception for the same. R
- eceive cash/cheques when the accounts department is closed. Ensure proper receipt is issues for the same, in case of doubt. A
- rrange car rental hire for employees as and when required with proper approval for cost allocations. T
- o ensure that all accommodation/ transportation is arranged as per requested schedules for visitors. P
- repare access card for new joiners. K
- eep a log (date, time, requested by for and company's name) of international calls made. L
- iaise with office driver. Record all request in the Driver Schedule Template in the shared folder. L
- iaise with office support to maintain stationary stock levels and place stationary orders. E
- nsure the cleanliness of client areas is up to the standards including the freshness of flowers, plants. M
- aintain confidentiality at all times. A
- dhere to established policies and procedures and to ensure that the Switchboard/Receptionist Manual is kept updated at all times. E
- nsure complete uniform is worn at all times while on duty. P
- erform any other related duties as assigned.
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**elationships: I**nternal Contacts: All staff E

xternal Contacts:
Clients and Suppliers

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**iversity, Equity & Inclusion: E**ssential to our success as a regional law firm is our ability to attract and retain the best talent from a diverse range of backgrounds. We are committed to a work environment where everyone can reach their potential and we have an inclusive culture which respects individual differences. W

e undertake and support a number of internal and external initiatives aimed at increasing diversity within the profession and we encourage all our partners and staff to get involved.

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