Written by Maud on 2009-11-23
Responsibilities:
1. Opening and closing the business center at the appropriate times
2. Receptionist Services;
• Will be provided to clients to ensure that all their business needs are fully met
• Must be carried out in a courteous and timely manner
The range of receptionist services provided include:
Reception and security:
• Initial point of contact for clients
• Responsible for receptionist and administrative duties
• Responsible for answering, receiving and transferring calls for clients
• Politely meet and greet clients & visitors as they enter and leave the building
• Notify clients of visitor arrivals
• Perform general clerical duties to include but not limited to: photocopying, faxing, mailing and filing
• Handle all sales enquiries in a satisfactory manner
• Secretarial services for individual clients
• Insure that only authorized personnel and clientele are present in the business center
Conference and Meeting Rooms:
• Manage meeting room schedules and record all details into the Center register
• Manage the setting up, maintaining and cleaning of offices & meeting rooms
• Manage the provision of materials
• Manage requests for audio-visual equipment
• Manage requests for catering and refreshments
Help Desk
• Receive, co-ordinate and monitor all requests for services and assistance
• Provide up to date & timely progress details for all requests or enquires
• Record the outcome and response time for all requests
• Ensure that clients are aware and informed of all services and benefits offered
• Follow up with clients to ensure satisfaction of services provided
Switchboard Services
• Proficient in switchboard operations
• Operating of switchboards to receive and transfer all incoming calls
• Assist staff with general telephone enquires
Postal Services
• Receive, sort and distribute all incoming client mail to their respective post boxes
• Sort out and post all client outgoing mail
(mail needs to be delivered by the client to the reception area prior to 4.30 P.M.)
• Record all incoming and outgoing post transactions into the Center register
Courier Services
• Arrange the collection of small packages and urgent mail for clients
• Record all items collected into Center register
• Receive incoming courier deliveries for clients
• Record faxes send out by the client and enter into Center register
Booking Services
• Manage booking of taxi’s for clients and or visitors
• Manage booking of hotel rooms & dining for clients and or visitors
3. General Housekeeping
• Includes hourly floor checks to ensure visual standards are met
• Ensuring that all floors are maintained at a high level of cleanliness
• Ensuring that the breakout area, offices, showrooms and washrooms are clean, tidy and fully stocked at all times
• Responsible to complete a daily housekeeping checklist to ensure that all standards are meet & maintained
• Ensure that all inventory of material are constantly at an acceptable level
4. Client Services:
• Client move in and move out assistance
• Ensure that all workstations are fully equipped
• Preparation and maintenance of client files
• Client retention
• Client care – building and maintaining client relationships
• Dealing with all client enquires and taking action
• Secretarial and administrative duties as and when required
• Management and maintenance of showrooms and standard room set up
5. General Admin work
• Includes general filing, tying, collecting invoices, dealing with delivery notes and purchase orders.
• Ensure welcome books are prepared and up to date
6. Stock control and maintenance:
• Maintaining suppliers and ordering stock when necessary
7. Marketing/Sales
• Assisting with sales enquires when possible and passing on the information to the sales team
8. Attending daily, fortnightly and monthly team meetings
9. Health & Safety