Administrative Assistant

The purpose of the role is:To ensure that customer satisfaction is maintained at the highest level by providing a high quality and proactive service in the client's facility. To ensure effective communication with clients, peers, building tenants, and management at all times

[Duties]

• Ensure visitors/calls are dealt with in a welcoming, courteous, and professional manner, seeking to anticipate their needs where possible.

• Follows security procedures for recording guests and visitors. Manage the visitor's record in an Excel sheet.

• Manage and direct visitors who arrive at the office, specifically government officials, clients seeking service, suppliers, and other guests. This includes gathering necessary information about their purpose for visiting and delivering it to the appropriate personnel.

• Possess the necessary skills to professionally and respectfully handle any complaints that may arise from clients or visitors and direct these concerns to the appropriate person if necessary.

• Handles guests and visitor cards - takes care of written records of visitors, issues temporary visitor cards, takes care if the guests returned the card; Controls all entrance doors and contacts security company in case of any issue.

• Management of daily requests from employees on the site.

• Log, monitor, and update helpdesk calls for faults and required improvements, update and complete when applicable.

• Permanent and temporary badge management, activation, and distribution.

• Receive all the courier shipments and maintain a record of all the shipments.

• Ensure that clients' security and emergency procedures are adhered to at all times, taking an active role in an evacuation of the building as laid down in the Incident Control procedures.

• Follow up on attendance/absence records and update the list.

• Collaboration with colleagues for daily reports and information in a constructive manner.

[Skills and qualifications]

• Self-motivated and resourceful. Ability to organize and prioritize own workload.

• Service-orientated attitude combined with innovative thinking.

• Customer service focus with the ability to communicate with internal and external clients at all levels.

• Experience in customer service and/or front of house / client facing in a professional / corporate environment.

• Excellent time management and organization skills with the ability to manage workflow and priorities and meet deadlines.

• Intermediate to advanced level in core Microsoft Packages – Word, Excel, and Outlook