Job Description

Posted on May 17, 2023

Purpose of the role:
To manage all reception management functions and provide general administrative support according to Hitachi standards for the achievement of company goals.
Reports to: Human Resource Business Partner
Branch: Lusaka
Key Responsibilities:
The Receptionist will be required to perform the following tasks:
Safety Assurance
Ensure safety standards are adhered to;

Encourage daily assessments to ensure good housekeeping.
Promote workplace safety.
Ensure the correct PPE is worn at all times when need arises.
Maintain and enhance Customer relations
Ensure customers are attended to on time and advised accordingly.
Resolve all queries quickly and effectively that are communicated by both internal and external customers. If need be, escalate to relevant personnel.
Continuous provision of excellent customer relations.

Administration

Provide administrative support to managers and staff.
Complete all necessary documentation correctly and submit it on time to the relevant personnel.
Confirm with staff on visitors coming and if appointments have been made prior to granting the visitor access.
Organize office functions as instructed with the assistance of the relevant HR personnel.
Type any administrative related documents for different departments as instructed.
Monitor the front office at all times and attend to queries as they arise.
Ensure timely courier of mails both internally and externally.
Arrange all travel requests for Company Business and ensure requested accommodation has been booked by the Buyers.
Arrange transport as requested through the Drivers.
File all documentation correctly and in accordance with set standards.
Ensure general affairs within the Company are handled.

Human Resources Support

Receive and sort CV’s for short-listing and submit to the relevant personnel.
Handle recruitment activities such as making interview arrangements, notifying and ensuring that all reference checks are done on shortlisted candidates on time and professionally.
Induction process; arrange and facilitate accommodation and transport for new employees and/or visitors.
Issue on-boarding forms i.e. personal details form, medical forms NAPSA forms and ensure they are completed correctly and documented on time.
Support with communicating to interviewed candidates notifying them on the outcome of the interview (successful and unsuccessful).

Switchboard operating

Monitor incoming and outgoing calls and ensure to take messages if a member of staff is not available.
If the switchboard is experiencing some faults, ensure it’s reported so that the problem is resolved at the quickest possible time.
Ensure all switchboard lines are working effectively and clearly.

Confidentiality

Always maintain confidentiality according to company policies and procedures.

Qualifications & Experience

Grade 12 Certificate
2 – 3 years work experience in a related field.
Diploma in Business Administration or related field,
Computer literate
Proficient in switchboard operations

Job Specific Competencies

Proficient in computer (Excel, word and power point)
Good interpersonal and communication skills.
High degree of accuracy and attention to detail

Duration: Two (2) year Fixed Term contract
If you meet the requirements for this job, email your detailed C.V, certified copies of certificates and cover letter in a single document to humanresources[email protected], or send your application to:
The Human Resource Manager,
Hitachi Construction Machinery Zambia, Co. Ltd.
KK International Airport Road, Plot 2350/M
P.O. Box 30182, Lusaka.
The closing date for applicants is Sunday 30th April, 2023. Only shortlisted candidates will be contacted.