Receptionist/Front Office Admin Assistant at African Reinsurance Corporation (Africa Re)

DUTIES/JOB DETAILS

Under the supervision of the ADFA/PA, the incumbent will carry out the following functions:

• Supports the smooth running of the front office department, where all aspects of the guest journey and experience are delivered to the highest level.
• Works proactively to improve guest satisfaction and comfort, delivering a positive and timely response to guest enquiries and problem resolution.
• Operating and ensuring that the PABX is in good working condition at all time.
• Receiving, sorting, registering and distributing incoming mails for the assigned office for actions.
• Ensure Security, Occupational safety and Health measures are adhered to at all times at the reception.
• Updating appointment calendars and scheduling meetings/appointments when necessary.
• Provides callers with information such as company address, directions to the company, location and any other related information.
• Maintaining an up to date data/filing system in the office.
• Typing of Minutes.
• Handling telephone calls and appointments as requested by other departments.
• Ensuring security of office records, equipment and documents.
• Making and raising of reimbursement of approved office consumables.
• Builds and maintains effective working relationships with all key stakeholders.
• Supervise cleaners to ensure all areas of the office are cleaned properly.
• Assists in the ordering, receiving, stocking and distribution of office supplies.
• Booking and arranging travel, transport and accommodation.
• Keep updated records of office expenses and costs.
• Undertaking any other office administrative services duties that may be assigned.
• Work collaboratively with Personal Assistant in most meeting arrangements and other tasks from time to time.
• Relief the Secretary/Personal Assistant when on vacation
• Takes ownership to deliver an effective planned guest engagement programme.
• Attending to other duties as may be assigned by the Corporation or management/ supervisor from time to time

MAIN COMPETENCIES REQUIRED FOR THIS POSITION

• Proven work experience as an Office Administrator, Receptionist, Front Office Representative or similar role
• Strong leadership skills with a hands-on approach and lead-by-example work style
• Ability to find creative solutions with proven problem-solving capabilities offering support where required
• Confidentiality, Personal integrity, with the ability to work in an environment that demands excellence, time and energy
• Experience of working with IT systems on various platforms
• Good communication skills (Written and Verbal)
• Hands-on experience with office equipment (e.g. PBX, Scanners, Copiers, fax machines and printers)
• Proficiency in Microsoft Office Suite (Word, Excel, Powerpoint, Outlook, etc
• Professional attitude and appearance
• Ability to be resourceful and proactive when issues arise
• Excellent organizational skills
• Multitasking and time-management skills, with the ability to prioritize tasks
• Customer service attitude
• Hands-on experience with office equipment (e.g. computers, switchboard, and printers)
• Excellent presentation with a professional and friendly appearance and disposition
• Solid written and verbal communication skills
• Ability to maintain a high standard of professionalism to both internal and external customers
• A discrete and ethical approach to issues
• Ability to accurately follow instructions
• Relevant working exposure in a multicultural environment will be an added advantage.

Academic Qualifications

MINIMUM QUALIFICATIONS AND EXPERIENCE:

• Bachelor degree; additional certification in Office Management is a plus.
• 5 years’ relevant work experience in a similar position and organization
• Relevant Professional Qualification will be an added advantage

Salary & Benefits

The successful candidate shall have the following benefits:

• Competitive Basic Salary on the Corporation’s Support Staff Grade Level
• Variable pay (Annual Performance Bonus)
• Joint contribution to the Provident Fund (7% of the basic salary paid by staff and 14% by the employer)
• Children education subsidy for each child up to 26 years (maximum 4 children)
• Medical cover for staff and family;
• Housing Allowance
• Inflation Adjustment that may increase or decrease depending on the economic situation
• Transport Allowance

Additional Requirements

• Fluent in English and working knowledge of French will be an added advantage