Receptionist

About the role

Trafigura is looking for a Receptionist in Johannesburg to provide secretarial, clerical and administrative support to Trafigura and its subsidiaries, ensuring effective and efficient service. The role covers switchboard duties, guest relations, meeting-room bookings and a wide range of administrative tasks.

Key responsibilities

• Switchboard: answer calls promptly, screen and direct them, record messages accurately and maintain good telephone etiquette.
• Book boardrooms and video-conference rooms, coordinate with tea ladies, prepare meeting rooms and set up refreshments.
• Greet visitors, direct them to the right contacts, arrange their refreshments and collect guests.
• Sort, route and monitor incoming and outgoing mail and couriers, liaising with courier companies.
• Handle administrative duties for the CEO, COO, CFO and GM: PCR tests, company secretarial matters (signatories), visas, LOIs and LOEs, correspondence, diary and appointment management, travel arrangements, printing and binding, planning of quarterly regional meetings, events and conferences, and reminders of deadlines.
• Operational delivery: check visitor arrivals, anticipate client needs, report client feedback and complaints, report building maintenance to the TFS call centre daily, and escalate unresolved complaints to the manager.
• Ensure compliance with health and quality standards, inspect meeting rooms daily, test AC and video-conference equipment, sign AMX panels, clear rooms after meetings and report lost property to security.

Required profile

• Proven experience as a concierge.
• Familiarity with hospitality industry standards and a customer-centred approach.
• Customer-oriented, professional and outgoing, with excellent communication and organisational skills.
• Ability to work unsupervised and with colleagues of different styles; resilience and emotional intelligence.
• Proficiency in English; knowledge of other languages is a plus.

Required skills

• MS Office Suite
• Computer literacy
• Knowledge of equipment, materials and suppliers used in facilities management