Receptionist & Office Administrator

Administration @Grayson Talent

Job Description

Our client is looking to fill the role of Receptionist & Office Administrator.

Responsibilities:

  • Taking messages, sending emails to respective persons if they are not available, transfer calls when they are working from home
  • Opening of courier circulating to different client managers, including scanning, entry in courier book
  • Opening of daily post, adding stamp on receiving post, scanning to respective client managers, accounting team
  • Arrange for collection of documents from FSC as per requests from client managers, accounting team
  • Follow up for annual payment receipts from FSC
  • Weekly courier to sisters’ companies
  • Updating daily courier records, downloading proof of delivery after
  • Booking of courier with DHL for all client managers, accounting team
  • Arrange to courier documents from sister companies to the company
  • Arrange for registered post as and when requested by accounting team and client managers
  • Assisting with general matters (including scanning, filing, courier) IT procedures for legal team
  • Assist with filing as and when requested
  • Follow up with FSC for outstanding documents (e.g., License)
  • Archiving as and when requested
  • Assist with dispatch of documents (MCB, Afrasia, Investec, MRA, ROC, SWAN, Morison, Notary, Apostille)
  • Going to the stationery shop to buy additional items as and when needed/ requested by client managers
  • Going to supermarket to buy kitchen stuffs as and when needed
  • Dealing with suppliers for general office maintenance including printer, toner, AC, pest control, water fountain, telephone lines
  • General housekeeping (labelling of files, drawer)
  • Organising birthdays for staffs
  • Restaurant booking and liaising with hotels for rates for clients
  • Taxi reservations for clients, staffs if needed
  • To call plumber for toilet reparation if needed
  • Making list of monthly kitchen expenses, check daily if anything needed in kitchen (e.g., tea, coffee, sugar)
  • Check around in office if well clean, files left on tables, lights need to be change, boardroom, plants, etc.)
  • Dealing with suppliers if there is any issue with phones, AC, electrical problems, printers, etc.
  • Monthly ordering office stationery, as and when ordering special papers for certificates, business cards, etc.
  • Shop for best quote for team building
  • Assist UK prop for file reviews, check if well saved on server, changing of files, etc.
  • Going to supermarket to buy kitchen stuffs as and when needed
  • Serve coffee, tea, water to client when Tea Lady is away
  • Rearranging of stationeries, archiving room files, drawers, etc. when messy
  • Stock count for tissue boxes, stationeries, hand sanitizers, masks etc.
  • Arrangement for cleaning of balcony, windows, blinds etc.
  • Arranging for ice creams, fruits on Fridays
  • Arranging for cheques, petty cash refund, CWA, Mauritius Telecom, CEB, Vitiro etc.
  • Ordering lunch, pick up lunch
  • Arranging for doctor’s appointments as and when requested to order medicines, going to pharmacy

Requirements:

  • Minimum 5 years of previous receptionist experience
  • Diploma or Advanced Diploma
  • Ability to multitask
  • Good communication skills
  • Attention to detail and problem-solving skills
  • Good planning and interpersonal skills
  • Ability to work under pressure
  • Ideal environment within a management company

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