Office Assistant – Receptionist

Job Function/ Description:

• To welcome visitors in person and guide them to the offices, meeting rooms.
• To answer landline phone calls, faxes and info emails and address it to the related persons.
• To arrange meetings, appointments and any other events for the Country Director and office staff ensuring all requirements are being prepared.
• To Ensure arranging and preparing the meeting and training rooms as requested.
• To support office staff in documents photocopying, scanning and archiving.
• To support HR department in any related tasks as requested including calling candidates, conduct phone screening, arrange for tests and interviews and send email invitations including the interview/test details and office location.
• To assist visitors and employees in any inquiry around the office.
• To supervise the Office clerk and oversee the office cleaning condition.
• To manage office supplies, keeping records for the store items, raising the required purchase requests and ensure staff take their needs of the supplies.
• To monitor and follow up on visitors and staff log sheets and share reports with related persons as requested.
• To maintain Mail log sheets and update it continuously and share reports on a weekly basis.
• To perform other duties as assigned.

Required Education & Experience:

• Bachelor degree in Business Administration, English literature or any related field with 1 year of experience in similar field

OR:

• Diploma in Business Administration, English literature or any related field with at least 2 years of experience in similar field.

Skills Required:

• Friendly and confident personality.
• A smart appearance.
• Good spoken and written communication skills.
• The ability to stay calm under pressure.
• The ability to be polite but firm when dealing with difficult, impatient or upset people.
• Good organizational skills.
• Basic IT skills.
• The ability to follow safety and security procedures, and put them into effect.
• The ability to use office equipment such as switchboards, fax machines and photocopiers.
• An interest in the work of the organization.

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