Receptionist

Job description / Role

Summary:
The Receptionist is responsible for providing secretarial, clerical and administrative support in order to ensure that administration services are provided in an effective and efficient manner.Operates EPBX or multi-line telephone system to answer incoming calls and directs callers to appropriate personnel.

Essential Duties and Responsibilities:
1. Receive, direct and relay telephone messages and fax messages.
2. Assist in the planning and preparation of meetings, conferences and conference Telephone calls.
3. Answers questions about organization and provides callers with address, directions, and other information.
4. Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
5. Manages both incoming and out going communication material including couriers
6. Scheduling and coordinating Interviews for both HR departments & visiting personnel.
7. Maintains logs of out of office staff during the day; assists in maintaining office attendance
8. Handling all Secretarial duties for the Executive Director’s office and HR department.
9. Receives, sorts, and routes mail, and maintains and routes publications.
10. Maintains fax machines, assists users, sends / sorts faxes, and retrieves and routes incoming faxes.
11. Maintains an adequate inventory of office supplies. Orders, receives, and maintains office supplies.
12. Creates and prints fax cover sheets, memos, correspondence, reports, and other documents when necessary.
13. Manages & directs the Office Assistant as a when required during peak hours.

Requirements

* Must know how to handle administrative and clerical work.
* Knowledgeable in telephone etiquette.
* Effective team working skills
* Excellent interpersonal and communication skills
* Precise attention to detail
* Ability to multi task and IT skills

About the Company

Pico is one of the world’s leading experiential marketing service providers. We pride ourselves on our ability to deliver Total Brand Activation for many of the Fortune 500 companies, government bodies and non-government organisations. With a track record of 40 years in the industry, Pico has earned an unparalleled reputation for creating concepts and transforming them into living, breathing realities. Be it a live event or a permanent themed environment, we create the live experiences that active your brands to harness an emotional impact that lingers longer with lasting impact. Paramount to our success lies in our insistence on servicing our clients and partners with Creativity, Knowledge and Reliability. We provide total solutions on brand activation as well as satisfy individual needs on specialised areas. Our core businesses include design and fabrication of exhibition stands; general contracting and technical services for trade show organisers; event hall and facility management; events, conferences and show management; supply and installation of overlays for venues; permanent exhibits for museums and themed environments; interior fit-out; and brand signage.