Information Officer/ Receptionist

The Information Officer/Receptionist is the first point of contact for business enquiries coming into JAMPRO in the form of telephone queries or e-mail. The Officer is required to respond to these enquiries as well as screening, and referring clients to core JAMPRO departments.

Position

Information Officer/ Receptionist

Job Scope

The Information Officer/Receptionist is the first point of contact for business enquiries coming into JAMPRO in the form of telephone queries or e-mail. The Officer is required to respond to these enquiries as well as screening, and referring clients to core JAMPRO departments. The Information Officer/Receptionist will also perform all inbound and outbound activities, supporting the inward and outward communication of information of relevance to the organization.

Key Responsibilities

The incumbent is expected to perform a range of duties to effectively support the needs of the organization.  These include but are not limited to the following:

• Perform receptionist duties such as :

1. Answer the telephone and direct incoming calls to the appropriate personnel.
2. Place both local and overseas calls on behalf of employees.
3. Receive visitors, determine their needs and direct to the appropriate personnel.
4. Prepare daily reports on the number of visitors
5. Submit report to the Finance and Accounts department on charges for personal overseas calls.
6. Prepare list of personal and business calls placed
7. Dispatch of cheques to suppliers
8. Conduct training on the operation of the switchboard to selected employees

• Communicating with potential investors and exporters in order to provide them with information on Jamaica to assist them in making prudent business decisions
• Informing potential investors and exporters of the services offered by JAMPRO as well as the general requirements for doing business in Jamaica
• Directing potential investors and exporters to the relevant information sources within or outside of JAMPRO
• Providing information to exporters and potential exporters about the registration process.
• Provide adequate information to the public from sectors/products FAQ documents
• Train relief support on the switchboard operations
• Assume an outbound function in engaging stakeholders in attending JAMPRO activities  
• Contribute to the Administration Departments planning process, resulting in the achievement of the performance objectives, indicators and targets to realize JAMPRO’s strategic plans
• Update Job Accountability and Work Plan following performance review as per performance management system
• Maintain the weekly attendance register for the department; prepare and submit monthly attendance report
• Perform any other related functions as assigned by Manager, Administration

Qualifications, Experience and Key Competencies

• At least a Diploma in Business Studies or equivalent from a recognized tertiary level institution
• Secondary School Education or equivalent qualification/ training
• Training and experience using a Private Branch Exchange (PBX) switchboard
• Training in customer service interaction.
• Knowledge of sectors for Investments & Exports
• At least two years related experience
• Excellent customer and human relation skills and the ability to interact with both external and internal customers at all levels.
• Excellent oral and written communication skills.
• Excellent listening skills
• Clear and Pleasant voice
• Basic knowledge of Jamaica’s economic sectors
• Basic knowledge of JAMPRO’s sectors of focus for investment and export
• Experience in dealing with information storage and dissemination 
• Polite and willing to assist clients/ visitors / callers           
• Proficient in Microsoft Office Suit
• Ability to work on own initiative
• Ability to function effectively as part of a teamFlexibility and willingness to adapt to changes