Secretary / Front Office Receptionist Job in Kenya

Job Title: Secretary / Front Office Receptionist
 

Department: Administration
 

Reporting to: Partner
 

Liaising with (Departments): All Department
 

Job Summary: The incumbent of this position shall be the first contact point of all visitors and telephone communications to the office. 

She will be in-charge of ushering the visitors and directing the calls to the respective persons.
 

Principle duties and responsibility

• Receiving visitors of all kind and directing them appropriately
• Handling incoming and outgoing telephone calls, emails and faxes
• Word processing documents such as letters, memos and minutes
• Clerical duties such as photocopying, scanning, faxing, filing, binding and dispatching
• Maintaining a hard copy and electronic filing system
• Keep a database of contacts of all potential and current customers and suppliers
• Record all customers enquiries and complaints and refer them to the relevant departments
• Receive and make calls into and out of the office
• Receive visitors to the office and direct them appropriately
• Ensure that the reception is kept clean and is well organized
• Receive and dispatch any incoming or outgoing deliveries on behalf of the various departments
• Carry out filing of all print outs by the technical team into respective files
• Ensure that all windows and doors are locked and all computers have been shut down
• Any other duties as may be prescribed from time to time by your supervisor

Key Results

• Satisfied clients and visitors
• Clear communication on all enquiries
• Quick retrieval of documents from soft and hard files
• Prompt delivery of mails (hard copies and emails)
• Ensure Office equipments functioning well
• Never run short of supplies
• Meet specific deadlines on different projects
• Relay information as given by callers on phone and in person
• Timely delivery of correspondences
• Good Customer service
• Good telephone etiquette

Qualification, Competences required

• Must be a holder of at least a diploma in secretarial, or Public relations, or business administration
• Should have at least more than 3 years experience in front office (experience in working in a law firm will be an added advantage)
• Must have good communication skills
• Must be pleasant and with good public relations
• Good interpersonal skills to relate with persons of all levels
• Patience in handling visitors and communicating on phone
• Confidentiality on all client matters

If you are interested and qualified please send a cover letter and CV to recruitment@postureconsulting.com , indicating the job applying for in the subject of the email. 

Closing date for application 2nd February 2014
 

Only shortlisted candidates will be contacted