Admin Assistant & Receptionist

Duties and Responsibilities 

• Open the offices in the morning and lock the front door in the evening. 
• Ensure that the front and rear entrances of the building are clean. 
• Switch on all lights and check cleanliness of the interior, making a record of any poor levels of cleanliness or any maintenance issues and take necessary steps/action to remedy. 
• Ensure that the kitchens are well stocked with milk, sugar, tea and coffee. 
• Ensure all toilets are well stocked with toilet paper, hand towels, linen roller towels and hand soap. Telephone System. 
• Operate Alert’s switchboard from 8.30am – 4pm; receiving and transferring telephone calls, announcing callers, taking brief messages and passing these on via the email system or connecting callers to staff members personal direct line voicemail. 
• Ensure all voicemail messages to main office number are taken and directed to staff members. Maintain and ensure that the answer message is appropriate. 
• Report telephone equipment and line faults to the IT Manager. 
• Train all new staff in the operation of the telephone system, as part of the New Staff Induction process and take a pro-active approach to ensuring existing staff are properly trained on making full use of the system. 
• Review and update on a regular basis the staff contact and telephone extension lists. Reception. 
• Greet and welcome visitors to the Offices between 8.30am and 4pm, ensuring they sign in the visitor’s book and informing the relevant member of staff of their arrival. 
• Monitor and ensure that the reception area is kept tidy and projects a business-like image. 
• Keep a record of staff and visitors signing in and out of the building. 
• In the event of a fire and/or any other emergency requiring staff to leave the building, to be responsible for ensuring that the visitor’s book and staff movement sheets are removed from Reception and taken to the outside meeting point. 
• Check and sign for deliveries, before informing the relevant member of staff of their arrival. Deliveries by post or courier will include valuable items (cash, passports). Follow procedures and ensure the security of valuables. 6. Log extension changes and advise all staff accordingly. 

• 1-2 years of experience