INDUSTRY CAREERS 

Vacancy-Receptionist

 

Scope: Serves visitors by greeting, welcoming, and directing them appropriately. Notifies company personnel of visitor arrival. Maintains telecommunications system/s. Informs visitors by answering or referring inquiries and all allocated administration functions within the ambit of the function.

 

Position Details

Departmental Organogram: OS

2nd Level Reporting Function Title: Plant Manager

1st Level Reporting Function: Haiyang Yao

Position Job Title: Receptionist

 

Duties and Responsibilities

• Ensure adherence to the company`s rules and regulations as documented in the company`s disciplinary policy;

• Ensure adherence to all health and safety practices and procedures as defined during induction and other health & Safety training;

• Ensure and maintain constant workflow;

• Ensure to receive, register and guide the Plant visitors, to notify the relevant staff in a timely manner;

• Operate the Plant’s intercom system;

• Answer phone calls, send and receive faxes, transfer calls, relay messages or record information as required. Ensure timely and accuracy of the information;

• Filing and Laminating of documents as and when required;

• Receive deliver and post the company letters and parcels. Ensure the regularly checking of the Plant’s mailboxes. Coordinate and Distribute letters to employees. Receive and distribute the company publicity materials;

• Ensure to record and analyse the attendance of the Plant’s employees, and to archive attendance data;

• Ensure internal contact lists are kept up to date and communicated accordingly. Apply and make the Plant’s staff business cards and email signatures;

• Ensure that the visiting external personnel and employees from the company other branches are accommodated in an attentive manner. Arrange coffee, tea and meals for the visitors;

• Coordinate and distribute, store and record the Plant’s staff refreshments;

• Issue Personal protective clothing (PPE) to staff and visitors as and when required

• Ensure staff locker allocations are adequately identified by means of locker labels

• Ensure to assist any other department with administrative or office services in a timely and effective manner.

• Specifically assist Health & Safety Department with administration functions.

• Adhoc functions in relation to administration within the ambit of the job function.

 

Minimum Requirements:

• Grade 12 or equivalent

• Proficiency in MS Word

• Proficiency in PowerPoint

• Proficiency in MS Excel

• Proficiency in MS Outlook

• Excellent verbal and written

• Communication skills.

• 1-2 years’ experience in a similar position.

• Valid Driver’s License

 

KPA (Key Performance Indicator):

• Attendance

• Reception Duties

• Administrative support

• Document and filing management

• Purchase and stock control of refreshment lockers and PPE

• Accommodating visitors

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Personal Attributes:

• Team Player

• Accuracy

• Attention to detail

• Organized

• Proactive

• Flexible

• Excellent Communication Skills

• Effectiveness

• Timely

• Reliable

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Please note: All Applications must be accommodated with:

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1. Updated CV

 

2. Vacancy Application form

 

3. Copy of all relevant qualifications and certifications

 

4. Copy of all relevant licenses

 

5. Motivation letter

 

Closing Date: Friday,2 May 2025