Receptionist Telephonist/Commercial Administrator

Job Purpose:

To provide a first point of contact to customers and visitors to the company, maintaining an excellent rapport with staff and the public. The role involves the overall running of the reception area and switchboard, dealing with company mail and typing; maintaining confidentiality at all times.

Responsibilities:

  • To greet visitors to the company, ensuring they sign in/out of the building where appropriate and direct them to the relevant member of staff or department
  • Type professional documents, including letters, reports and memorandums and update spreadsheets
  • To answer all telephone calls coming through the switchboard and transfer calls to the appropriate member of staff or department
  • To respond to general enquiries from clients and the public, to assess their needs and refer them to the appropriate member of staff or departmen
  • To accurately record telephone messages for staff and relay these messages in a timely manner
  • Organise room bookings, prepare rooms for meetings and provide refreshments as requested
  • Deal with incoming and outgoing emails and company post – ensuring incoming mail is recorded, date stamped and distributed. Prepare, frank and record outgoing mail in time for the daily postal collection.
  • Ordering stationery and office supplie
  • Oversee and arrange appropriate servicing/maintenance of all office equipment
  • Update telephone & mobile phone lists
  • Other general administration tasks include
    • Scanning Weekly Returns from Site in to files
    • Filing, photocopying, faxes, printing of documents and archiving
    • Dealing with email enquiries
    • Rota duties, e.g. emptying dishwasher, shopping for incidental items and kitchen clearing duties

Skills/Competencies Required:

  • Fast and accurate typing skills, ideally with a minimum of 60 wpm typing speed
  • Excellent telephone and customer services skills
  • Be a good ambassador of the company – well presented with a consistent, friendly yet professional approach to your role
  • Experienced administrator – previous switchboard/reception experience would be an advantage
  • The ability to work with minimal supervision and frequent interruptions
  • Be proficient in the use of Word, Excel and other Microsoft packages
  • Be able to use their own initiative and have a flexible approach to what is expected of them

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