Reception Coordinator (Contract) at Ares Holdings

Main purpose

• This position act as the gatekeeper for the companies by greeting, welcoming, and directing victors appropriately.
• Ensuring that security and telecommunications systems are maintained. Directing calls and messages in a professional and efficient manner

Key Responsibilities 

• Answer the phones and direct the calls
• Be professional in dealing with incoming calls
• Manage phone system, i.e. message system, extensions, etc.
• Take messages and direct accordingly 

Office and kitchen Co-ordination

• Identify and arrange all maintenance for office building
• Get quotes for repairs and have them authorized before placing orders
• Ensure the work is done and match to quote and sign off with senior person
• Place orders with suppliers where directed 
• Ensure receptions area is presentable an always welcoming

STATIONARY MAINTANENCE

• Collect orders from HQ and retail stores
• Courier stationery ordering
• Place orders
• Check courier invoices and POD's to ensure validity and sign off for payment
• Distribute stationary
• Keep Inventory 

General Office Duties 

• Assist with Filing
• Assist departments as requested, time permitting
• Have good product knowledge, understand overall company processes, and know where to get information order to deal with queries in a quick and effective manner
• Be of assistance to the General Managers (Brand Managers)
• Assisting Senior Management with travel booking arrangements. (Flights, Uber, accommodation etc.)
• Arranging of gifts for sympathy, wedding (as per direction from line)
• Birthday calendar update and send out of messages on behalf of ARES group
• Be an ambassador to the companies and the brands

Office Cleaning Duties

• Ensuring that the office/reception area (windows, floors, tables, canteen etc) are always kept clean.
• Working out a schedule to assist the office cleaner to get around to all duties.

Boardroom Management

• Ensure boardroom is prepared for external visitors on arrival. Liase with Office Cleaner to arrange, water/coffee etc.
• MVPS guests- displaying their names "welcome John "on arrival