Duties:

Reception

• Answer general phone inquiries using a professional and courteous manner
• Direct phone inquires to the appropriate staff members
• Reply to general information requests with the accurate information
• Greet clients/suppliers/visitors to the organization in a professional and friendly manner

Office administration

• Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
• Sort incoming mail, faxes, and courier deliveries for distribution
• Prepare and send outgoing faxes, mail, and courier parcels
• Forward voice mail from the general mailbox to the appropriate staff member
• Receive and store the office supplies ensuring that basic supplies are always available
• Code and file material according to the established procedures
• Provide secretarial and administrative support to management and other staff
• Make meeting arrangements for staff

Qualifications

 

 Knowledge, skills and abilities

Proficiency in the use of computer programs for:

• Word processing
• Spreadsheets
• E-mail
• Internet

 

Proficiency in the use of office equipment:

• Computer
• Voice messaging systems
• Fax
• Photo copier

 

Personal characteristics

• Behave Ethically: Understand ethical behaviour and business practices and ensure own behaviour and the behaviour of others are consistent with these standards and align with the values of the organization.
• Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.
• Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
• Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.
• Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
• Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
• Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
• Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.
• Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

 

Olga Didukh
Professional Recruiter
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