Purpose of the role:

To manage all reception management functions and provide general administrative support according to Hitachi standards for the achievement of company goals.

Reports to: Human Resource Business Partner

Branch: Lusaka

Key Responsibilities:

The Receptionist will be required to perform the following tasks:

Safety Assurance

Ensure safety standards are adhered to;

• Encourage daily assessments to ensure good housekeeping.
• Promote workplace safety.
• Ensure the correct PPE is worn at all times when need arises.
• Maintain and enhance Customer relations
• Ensure customers are attended to on time and advised accordingly.
• Resolve all queries quickly and effectively that are communicated by both internal and external customers. If need be, escalate to relevant personnel.
• Continuous provision of excellent customer relations.

Administration

• Provide administrative support to managers and staff.
• Complete all necessary documentation correctly and submit it on time to the relevant personnel.
• Confirm with staff on visitors coming and if appointments have been made prior to granting the visitor access.
• Organize office functions as instructed with the assistance of the relevant HR personnel.
• Type any administrative related documents for different departments as instructed.
• Monitor the front office at all times and attend to queries as they arise.
• Ensure timely courier of mails both internally and externally.
• Arrange all travel requests for Company Business and ensure requested accommodation has been booked by the Buyers.
• Arrange transport as requested through the Drivers.
• File all documentation correctly and in accordance with set standards.
• Ensure general affairs within the Company are handled.

Human Resources Support

• Receive and sort CV’s for short-listing and submit to the relevant personnel.
• Handle recruitment activities such as making interview arrangements, notifying and ensuring that all reference checks are done on shortlisted candidates on time and professionally.
• Induction process; arrange and facilitate accommodation and transport for new employees and/or visitors.
• Issue on-boarding forms i.e. personal details form, medical forms NAPSA forms and ensure they are completed correctly and documented on time.
• Support with communicating to interviewed candidates notifying them on the outcome of the interview (successful and unsuccessful).

Switchboard operating

• Monitor incoming and outgoing calls and ensure to take messages if a member of staff is not available.
• If the switchboard is experiencing some faults, ensure it’s reported so that the problem is resolved at the quickest possible time.
• Ensure all switchboard lines are working effectively and clearly.

Confidentiality

• Always maintain confidentiality according to company policies and procedures.

Qualifications & Experience

• Grade 12 Certificate
• 2 – 3 years work experience in a related field.
• Diploma in Business Administration or related field,
• Computer literate
• Proficient in switchboard operations

Job Specific Competencies

• Proficient in computer (Excel, word and power point)
• Good interpersonal and communication skills.
• High degree of accuracy and attention to detail

Duration: Two (2) year Fixed Term contract