JOB VACANCY - RECEPTIONIST

PURPOSE OF THE POSITION

The Receptionist is the first point of contact for customer and supports all department of Pear Tree Press and peartreeXpress Limited in the general print process guided by a set of Key Performance Indicators set out. The Receptionist is to support strong customer, supplier and all stakeholder relationships while managing the flow of traffic into and out of the premises.

SCOPE

  • The Receptionist is responsible for overseeing the inflows and outflows of telephone calls.
  • The Receptionist provides support towards the achievement of seamless processing of customers
  • Reports to HR Manager  to continuously improve customer experiences

RESPONSIBILITY

  • Basic Knowledge of all print  processes, materials and equipment
  • Know the company’s products and services, processes and policies
  • To monitor the telephone of all incoming and out-going calls
  • To coordinate all deliveries in conjunction with the relevant departments/personnel involved by way of Pear Tree Press & peartreeXpress delivery or call the client and ask them to pick up (if there are any artwork, CD’s, Zips, photographs etc. to be returned, should be recorded accordingly)
  • Filing of all work orders on a regular basis (at least once per week)
  • To take the initiative when to take a message, or to transfer a call or take information regarding a job from clients
  •  To assist Administrative Office/Finishing Department when needed, (example to send faxes, find samples etc.)
  • To enter all cheques and inform the relevant parties that they are ready
  • Ensure that all invoices to be delivered or mailed - go on a timely basis
  • To take messages using message pads provided stating the time and date
  • Make use of intercom and paging system – (this will eliminate unnecessary absence from your desk, shouting out for someone etc.)
  • To monitor the overall reception area (avoiding loitering, unnecessary talking, appearance of the reception area etc.)
  • To order & replenish stationeries & kitchen supplies
  • Any other duties that may be assigned from time to time

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge

The incumbent must have proficient knowledge in the following areas:

  • Knowledge of Customer Service and Hospitality
  • Tools to assist with making call-Organizers (Outlook-Contact), YP on-Line etc
  • Updated knowledge of international trends on telephone greetings