Receptionist / Office Manager

A.Responsibilities

The receptionist is responsible for

• liaising with customers in a service-oriented manner on behalf of the Migration Advice Centre (MAC) by providing a professional phone service, personally welcoming visitors and maintaining a high standard in the reception area

• dealing with phone calls related to GIZ

• possibly dealing with Emails

• ensuring incoming and outgoing calls are efficient and uninterrupted

• performing reception and secretariat services on a daily basis
   

B.Tasks

1.Phone and reception services

The receptionist

• answers and accepts phone calls and messages and/or forwards them

• maintains a call back list of all incoming calls which cannot be taken by the relevant staff member

• operates the answering machine appropriately

• registers, documents and organises incoming and outgoing correspondence (fax, emails, packages and personally delivered messages)

• ensures deputisation for other staff members

• ensures that visitors are comfortable by offering newspapers, refreshments etc.

 

2.Office work and services

The receptionist

• ensures creation and/or regular updating of a list of contacts and addresses (telephone, fax, email)

• sorts and distributes incoming correspondence (email, fax, other official documents)

• is responsible for distributing and accepting documents and packages to/from the post office, government institutions, embassies etc., and is responsible for these

• ensures periodicals are put out

• orders missing office equipment and supports the well-functioning of the MAC

 

3.Other duties/additional tasks

The receptionist

• performs other duties and tasks at the request of management

 

C.Required qualifications, competences and experience Qualifications

• secondary school education

• certificate/diploma or similar qualification from a recognised college

Professional experience

• at least 1-3 years’ professional experience in a comparable position