Role & Responsibilities:

• Manage the reception area and company switchboard, handling incoming calls and welcoming guests and visitors professionally.
• Maintain an accurate Guests/Visitors Log Book and ensure all visitors are properly registered.
• Provide courteous and professional assistance to guests, visitors, and employees, representing the Company as the first point of contact.
• Coordinate meetings and appointments, including meeting room bookings and availability.
• Manage incoming and outgoing correspondence, including emails, letters, invoices, and courier packages.
• Receive, date-stamp, register, and distribute incoming correspondence and packages.
• Prepare and process outgoing mail, registered mail, and courier shipments, including the required documentation.
• Ensure processed local invoices are forwarded to the Accounts Department in a timely manner.
• Receive and manage electronic vendor invoices and forward them for processing.
• Review and process Disbursement Invoices electronically in accordance with Company procedures.
• Manage and reconcile petty cash, ensuring proper recording of receipts and timely submission to Accounts.
• Receive and register cameras and laptops and coordinate their onward shipment to vessels.
• Manage DHL shipments, including the preparation of required Air Waybills.
• Coordinate food orders for new employees and Briefing Officers.
• Perform other related duties as assigned by Line Management.

Required Skills & Knowledge:

• Excellent command of English, both written and spoken.
• Strong communication and interpersonal skills, with the ability to interact professionally with people at all levels.
• Excellent planning, organisational, and time-management skills, with the ability to prioritise tasks and meet deadlines.
• Professional telephone manner and etiquette.
• Good computer literacy, including Microsoft Office and AMOS.
• Understanding of administrative procedures, record-keeping, and invoice handling.
• High level of discretion and confidentiality when handling sensitive information.
• Strong attention to detail and accuracy, particularly when handling documentation and financial records.
• Customer-service oriented, with a professional, positive, and courteous approach in a multicultural working environment.
• Ability to work independently and as part of a team.
• Business formal attire is required.