Receptionist, Administrative​/Clerical

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The Receptionist is responsible for providing secretarial, clerical and administrative support to Trafigura and its subsidiaries, ensuring effective and efficient service.

• MS Office Suite
• Knowledge of equipment, materials and suppliers used in facilities management
• Proven experience as a Concierge
• Familiarity with hospitality industry standards
• Proficiency in English; knowledge of additional languages is a plus
• Computer literacy
• A customer‑oriented and professional attitude
• An outgoing personality
• Outstanding communication abilities
• Excellent organizational and time‑management skills
• Hospitality and customer‑centric focus
• Emotional intelligence: ability to work with colleagues who have different ways of behaving and interacting
• Resilience: ability to cope with setbacks
• Ability to work unsupervised

• Answer telephone calls promptly and efficiently
• Screen and direct calls
• Assist staff with outbound and international calls
• Record messages correctly and forward them timeously
• Make a good first impression
• Provide efficient trafficking of calls
• Obtain accurate information to forward calls efficiently
• Maintain office morale and good telephone etiquette

• Schedule meetings in relevant boardrooms as per employee requirements
• Send out calendar invitations to the relevant participants
• Coordinate with tea ladies for the preparation of meeting rooms as specified by the employee
• Set up boardrooms for management meetings
• Provide desk pads, notepads, mints, chocolates, coasters, glasses, refreshments as requested

• Schedule video conferences in the available video conference meeting rooms
• Liaise with the relevant countries in which the video conference will take place
• Schedule video conferences on the TMS system
• Issue video conference confirmations

• Greet visitors in a friendly and professional manner
• Organise refreshments as per customer requirements
• Direct visitors to appropriate contacts and ensure that guests are collected from reception
• Keep reception area clean and tidy during office hours
• Adhere to access control arrangements

• Receive, sort and route mail, documents and deliveries
• Monitor incoming and outgoing couriers
• Liaise with courier companies

• PCR tests
• Company secretarial tasks (signatories)
• Visas, LOIs, LOEs
• Correspondence and phone calls
• Managing diaries and appointments
• Travel arrangements (flights, accommodations, transfers)
• Printing and binding for regional meetings
• Planning quarterly regional meetings
• Organising events and conferences
• Reminding executives of important tasks and deadlines
• Assisting with compiling reports, Power Points, etc.
• Offering support and assistance

• Review visitor and client arrivals for the day
• Attend to special arrival and meeting room requirements
• Provide information about amenities, area and venues
• Anticipate client needs and build rapport with clients
• Offer assistance with certain tasks (e.g., confirming travel arrangements, taking messages, restaurant reservations, etc.)
• Offer assistance with meeting room technical requirements
• Report client feedback to the Helpdesk and revert to clients and visitors with resolution
• Escalate unresolved complaints to the manager when necessary
• Report any building maintenance to the TFS call centre daily
• Ensure compliance with health and quality standards
• Ensure all meeting rooms are set up as required by the client
• Conduct daily inspections to ensure that all chairs are in place and the meeting room is clean with cables tidy
• Test AC and VC equipment prior to use
• Ensure all whiteboards are cleaned, whiteboard markers are working and erasers are available
• Sign AMX panels in and out as and when required
• Ensure rooms are cleared and tidied after each meeting
• Ensure tables are cleared and chairs aligned after each meeting
• Report overflowing dustbins and cleaning issues to the cleaning team on duty in your area
• Report and hand in any lost property found in meeting rooms to security

Internal – all employees;
External – Trafigura, Puma, Impala guests