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Job Description:As a Receptionist and Administrative Assistant, you will be responsible for providing exceptional customer service to guests and stakeholders alike while efficiently managing administrative tasks related to air ticket bookings, visa arrangements, and general office duties. You will serve as the first point of contact for guests, ensuring a positive experience from the moment they arrive. Your organizational skills and attention to detail will be crucial in managing various tasks simultaneously while maintaining a professional demeanour.Key Responsibilities:Guest Relations:· Greet and welcome guests in a friendly and professional manner.· Assist guests with inquiries, providing information about the facility, services, and nearby attractions.· Handle stakeholder check-ins and check-outs efficiently, ensuring accurate documentation and payment processing.· Address concerns or complaints promptly and escalate issues as necessary to ensure stakeholder satisfaction.· Maintain a neat and organized reception area, including the display of relevant brochures and promotional materials.Air Ticket Bookings:· Assist stakeholders with booking air tickets, providing options based on their preferences and budget.· Coordinate with to secure reservations, confirmations, and e-ticket issuance.· Keep updated on airline schedules, fares, and travel regulations to provide accurate information and recommendations to guests.· Process payments for ticket bookings, ensuring accuracy and compliance with company policies.Visa Arrangements:· Follow the visa application process, providing necessary forms, filling them and take necessary approvals.· Liaise with embassies or visa processing agencies to facilitate visa applications and obtain necessary documentation.· Track visa applications, ensuring timely submission and follow-up to expedite processing when required.· Communicate visa status updates to stakeholders and assist with any additional requirements or inquiries.Administrative Duties:· Calendar management for the board of Directors.· Answer phone calls, transfer calls, and take messages as needed.· Manage incoming and outgoing mail and packages, including distribution and tracking.· Schedule appointments and meetings, coordinate conference room reservations, and prepare meeting materials as necessary.· Maintain office & housekeeping supplies inventory, reorder supplies as needed, and ensure the office equipment is in working order.· Ensure doing regular rounds in the office to check if everything is in place in terms of infrastructure.· Ensure the cheque & agreement signoff from BOD’s are taken by the end of day.· Liaise with vendors for maintenance of printers and coffee machines· Assist with data entry, filing, and other clerical tasks to support the smooth operation of the office.· Provide support in arranging celebrations in the office.Qualifications:· Graduate or equivalent; additional certification office administration is a plus.· Proven experience as a receptionist, administrative assistant, or similar role.· Excellent communication and interpersonal skills, with a friendly and professional demeanor.· Strong organizational skills and attention to detail, with the ability to multitask and prioritize tasks effectively.· Proficiency in computer skills, including MS Office (Word, Excel, Outlook) and familiarity with online travel bookings.· Knowledge of travel procedures, airline ticketing, and visa application processes is preferred.· Ability to remain calm and composed under pressure, with a positive attitude and problem-solving skills.This role offers an exciting opportunity to provide exceptional service and contribute to the smooth operation of the office. If you have a passion for hospitality, excellent organizational skills, and enjoy working in a dynamic environment, we encourage you to apply for this position.Interested candidates can apply on our website: http://www.fortes.co/Careers
