Job: Receptionist/Administrator

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  • Title Receptionist/Administrator
    Categories Latest Jobs in Gibraltar
    Salary DOE
    Location Gibraltar
    Job Information
    • The purpose of this position is to positively represent the company at all times, being professional, organised and efficient whilst carrying out reception services and administration support.
    • Responsible for providing support to ensure all secretarial and administrative tasks are handled in an organised and timely manner.
    • Manage and distribute all incoming calls through the main switchboard, meet and greet guests and the public in an efficient and friendly manner, provide refreshments, arrange internal and external meetings and effectively manage all meeting room diaries.
    • Ensure that any calls received are handled in a prompt, professional and friendly manner, ensuring the effective relay of messages where appropriate to internal and external clients and when required provide accurate information and answer any queries.
    • Create agendas for all incoming visitors to Gibraltar and draft detailed itineraries for senior management travel overseas.
    • Maintain an awareness of the key visits and activities taking place within the organisation and effectively manage the impact on the senior management team together with the Executive Support Manager.
    • Assist the Executive Assistant, as and when required, with diary management and travel arrangements for Senior Management Team.
    • Support the Board Secretary with Commission/Board Member meetings as and when required.
    • Arrange travel, accommodation, airport transfers for all staff and consultants.
    • Manage the stationery order, kitchen supplies and liaise with third parties regarding any office-related issues.
    • Enter and track all sickness/absence, and report any trigger levels reached to HR.
    • Manage and monitor milestone birthdays and years of service.
    • Assist with the co-ordination of training and travel requests.
    • Distribute relevant mail, faxes and emails received in an efficient and timely manner.
    • Ensure that the applicable databases used by the company are accurate and maintained/updated in a timely and accurate manner.
    • Photocopy, collate and distribute documents in an efficient manner.
    • Maintain a safe and clean reception area by complying with procedures, rules and regulations.
    • Maintain continuity among teams by documenting and communicating actions, irregularities, and continuing needs.
    • Scan all incoming documents in a timely manner.
    • Pick up messenger duties as and when required.
    • Manage any incoming deliveries.
    • Demonstrable ability to use Microsoft packages particularly Microsoft Outlook as a tool to prioritise tasks and arrange/attend meetings.
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