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Office Assistant / Receptionist
- Administrative office management jobs
- Management (incl. project, product management & human resources)
Description
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Maintaining security and telecommunications system by following procedures, liaising with IT Service Desk, maintaining logs of laptop and equipment allocations, and liaising with suppliers when required;
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Assisting with travel, accommodation, and taxi reservations, and consolidated the relevant incoming invoice;
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Assisting, as required, internal departments with clerical duties, such as filing and minute taking;
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Assisting in maintaining the filing rooms and archives in order, including off-site archives;
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Acting as back-up to the main reception, also by greeting clients in person or on the telephone, and directing them appropriately, making arranging for refreshments when necessary, and notifying company personnel of visitor arrival;
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Answering, filtering, and referring inquiries as applicable;
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Maintaining safe and clean reception areas and boardrooms by complying with procedures, rules, and regulations;
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Sorting and distributing incoming mail then processing outgoing mail and couriers;
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Keep informed of developments in local legislations and regulations vis-à-vis compliance, including but not limited to the Prevention of Money Laundering Act, including subsidiary legislation, and the Implementing Procedure;
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Comply with all local regulatory and AML/CFT requirements and keep informed of and comply with all Vistra policies and procedures;
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Comply with all policies relevant to the role and provide the mandatory Group Annual Assurance;
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Report suspicious transactions to the Money Laundering Reporting Officer;
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Perform mandatory Group training that may be required from time to time;
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Uphold company values by promoting a culture of professionalism, teamwork, and equality.
Responsibilities
- At least 1-year relevant experience in a dynamic organization;
- Have at least Secondary level education.
- Hands-on and with attention to detail. Also a positive attitude towards solving problems;
- Strong communication and persuasion skills;
- Naturally collaborative and a team player;
- Ability to think outside the box;
- Culturally sensitive and experienced in dealing with multiple nationalities, business cultures;
- Ability to deal with change and to take initiative.
Hard Skills
- Windows operating system
- Scheduling and business planning
- Memo preparation
- Typing and typing speed
- Data entry
- Outlook Express
- Document management
- Business correpondence
- Multi-line phone proficiency
- Customer relations
Soft Skills
- Communication
- Problem-solver
- Team player
- Hands-on
- Attention to detail
