Job Description

Receive all visitors and phone calls and act as the first point of contact for individuals contacting or entering the premises in such a way that positively affects the customer’s called or visit experience. Provide general clerical backup in line with INDEX Holding’s strategic plan, vision, mission, values, goals and objectives.

Key Roles and Responsibilities:

• Answer a multi-line switchboard quickly (ideally within 3 ring cycles).
• Screen, assess and refer individual inquiries to their destination.
• Take down and deliver messages accurately and in a timely fashion.
• Greet customers and visitors to the premises, answering questions, announcing calls or providing directions.
• Able to respond to queries in a positive, pleasant, helpful and open manner.
• Organize and prioritize work, work independently, and multi task.
• Receive, sort and distribute incoming mail.
• Liaise with various dispatchers to ensure the timely delivery of documents and invitations.
• Ensure the prompt delivery of certificates to conference attendants.
• Keep up to date information regarding the various events and happening at INDEX Holding.
• Perform general backup clerical support whenever needed.
• Perform other related duties as required.
• Maintains cleanliness and appearance of reception area.
• Able to work as a team player in a changing and growing environment
• Adhere to the company’s rules and regulations; written or implied and any changes or introductions, which may vary from time to time as deemed appropriate.

Key Skills & Qualifications:

• Bachelor degree in any field.
• Minimum 3-5 years of experience in Customer Service/Receptionist.
• 2 years of experience on a similar multi-line phone system in a high-volume organization.
• Must be proficient with the keyboard and IT applications.
• Expert level in the use of Outlook.
• Expert level in the use of Word, Excel and PowerPoint.
• Excellent organizational skills, ability to multi-task and organize others.
• Excellent organization and planning skills, discrete, solid self-esteem, possess and take ownership and accountability for actions.
• Effective organizational, communication, and interpersonal skills.
• Excellent communication (verbal and listening) on phone and in person.
• Pleasant phone voice with proper grammar spoken.
• Ability to work with a variety of individuals, including clients, employees, and applicants.
• Ability to work effectively in a fast-paced office environment is essential.
• Work with frequent interruptions.
• Patience and endurance to sit behind a desk for all day.