Receptionist

Essential Duties and Responsibilities

The Receptionist shall be responsible for, but not limited to, the following duties:

Serve as the primary contact for clients, vendors, visitors, and internal and external stakeholders who visit our premises.

Respond to inquiries and provide support professionally and courteously.

Manage office communication channels, including telephone systems, emails, and incoming correspondence.

Promptly sort and distribute correspondence to the appropriate recipients.

Maintain office calendars, schedule appointments, and coordinate meetings, conferences, and travel arrangements for staff.

Manage office supplies, equipment, and inventory levels, including ordering supplies as needed.

Manage office facilities and equipment, including supervising maintenance and repair work and supply of logistics to support daily operational and staff needs.

Liaise with the Office Manager to coordinate office events, including staff meetings, training sessions, and social gatherings, assisting with logistics, catering, and setup as needed.

Perform administrative duties and support to department managers, including drafting correspondence, preparing requisitions, purchase orders, compiling data for reports, processing invoices, and maintaining records in line with company policies and procedures.

Ensure the office remains clean and presentable, liaising with cleaning staff when necessary.

Collaborate with departments and stakeholders on cross-functional projects, initiatives, and special events, providing administrative support and resources as needed.

Represent the organization professionally in all internal and external interactions, demonstrating integrity, discretion, and sound judgement.

Occupational Health and Safety Responsibilities

Support the processes required to keep the Occupational Health & Safety (OHS) management systems in conformance with the requirements of ISO 45001.

Quality & Environmental Management Responsibilities

Support in the processes required to keep the quality & environmental management systems in conformance with the requirements of ISO 9001 & 14001.

Perform any other duties assigned from time to time by the Office Manager, HR & Admin Manager,

Finance and Administration Controller and /or Regional Manager or their representatives.

Knowledge, Skills and Abilities:

Maintains emotional resilience and professional composure.

Communicates clearly, listens attentively, and remains courteous in person and by phone.

Responds calmly to challenging or frustrated visitors and callers.

Can operate office equipment and multi-line telephone systems.

Works independently at the office reception with minimal supervision.

Understands office maintenance requirements.

Demonstrates excellent written and verbal communication skills.

Adapts quickly between administrative tasks, deliveries, and guest inquiries.

Has a good working knowledge of Microsoft Office Suite.

Qualification and Experience:

Bachelor’s degree in Business Administration, Communication, or a related field is required.

At least two (2) years of related experience in a similar role

Strong understanding of office management and office maintenance systems

Has a valid driving license with at least two (2) years of driving experience

Location: Accra

Salary: Attractive

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