Receptionist Oil and Gas

The Receptionist will be the first point of contact for the company and will provide administrative support across the organization.

Job Title:  Receptionist

 Job Purpose / Objective:

The Receptionist will be the first point of contact for the company and will provide administrative support across the organization. The incumbent will handle the flow of people through the business and ensure that all receptionist responsibilities are administered effectively and efficiently with regards to maintaining the quality standards set by the company.

Roles / Responsibilities:

• To courteously answer, screen and forward any incoming phone calls and provide basic information when required.
• To receive all visitors to the Office in a professional and courteous manner.
• To ensure all first time visitors receive the HSE induction while ensuring all visitors have valid induction cards.
• To ensure that the reception area is kept tidy at all times.
• To coordinate the dispatching of departmental internal and external documents.
• To coordinate the daily schedule for the company’s drivers
• To make all external taxi/transport reservations on time and confirm to user.
• To compile DHL invoices on a monthly basis.
• To sort newspapers for Head Office on a daily basis
• To accurately sort all internal and external local and international mail on a daily basis.
• To record incoming and outgoing mail in log books on a daily basis
• To deliver all local and international mail to Administrative Assistants twice daily at 11:00 am and 2:00 pm.
• To assist with the weekly vehicle washing schedule for the relevant employees.
• To ensure proper access control by following outlined procedures (monitor logbooks, receive and secure packages, etc.)
• To ensure that Security Officers are knowledgeable in the use of the PBX operating system.
• To assist in the assignment of reserve parking at our various car parks when required
• To provide general assistance to employees for work related matters.
• To provide relief for other Administrative Assistants from time to time when required.
• To assist with any other related duties.

 Job Specifications / Qualifications:

• Certified Administrative Assistant / Equivalent Training or relevant working experience.
• Minimum of 5 years’ experience in the Gas & Oil Industry.
• Computer Literate with proficiency in Microsoft applications is essential.
• Knowledge of SAP will be an asset
• Ability to speak French will be an asset
• Strong Organizational and Time Management Skills: Ability to multitask and prioritize tasks effectively and efficiently to meet all deadlines,
• Communication: The incumbent must have excellent written and verbal skills,
• Interpersonal: Ability to manage and interact with personnel at all levels including offshore staff and external customers
• Self Motivated: Must be able to work unsupervised and be willing to recommend process improvements where necessary.