Receptionist Associate

We are JTI, Japan Tobacco International, and we are present in 130 countries. We have spent years innovating, creating new and better products for **the consumers to choose from**. This is our business. But not only. Our business is our people. Their talent. Their potential. We believe that when they are** free to be themselves**, and they are given the opportunity to grow, travel and develop, **amazing things can happen**.

That’s why our employees, from around the world, choose to be a part of JTI.** It is why 83% of employees feel happy working at JTI.** And why we’ve been awarded **Global Top Employer status, nine years running**.

So when you’re ready to choose a career you’ll love, in a company you’ll love, feel free to #JoinTheIdea.

**Reception Associate**

**Position purpose**:
The Reception Associate manages the front desk on a daily basis and performs a variety of administrative and clerical tasks.
He or she is responsible for welcoming visitors by greeting them, in person or on the telephone; answering all their inquiries as per JTI standards to guarantee their complete satisfaction. He or she ensures the smooth running of the reception lobby and remains at the service of internal and external customers. In addition, he or she must be alert to the security aspect of the reception hall and its nearby environment.
He/she must provide an exceptional service at all times, as it could otherwise have an impact on the company image.

**What will you do - responsibilities**:
**RECEPTION**:

- Extend a warm and professional greeting to visitors upon their arrival, promptly registering and announcing them to their sponsor
- Proactively anticipate visitor needs, offering assistance with luggage, coats, etc.
- Efficiently prepare and issue visitor badges using the Visitor Management System
- Uphold office security standards by adhering to safety protocols and monitoring access from the reception desk
- Manage the reception Mailbox, promptly responding, forwarding, and organizing correspondence
- Monitor front office supplies inventory and place orders as needed
- Maintain the reception area in a tidy and presentable condition, stocked with essential stationery and materials
- Record all incoming and outgoing deliveries following reception procedures, utilizing delivery management software

**TELEPHONY**:

- Answer, screen, and direct incoming phone calls following established procedures, providing accurate information
- Promptly report to security any calls posing a threat to the company or JTI employees
- Promptly report any telephone equipment or line faults for resolution

**HELP DESK**:

- Cigarettes: Order, distribute, and manage the stock
- Handle employee requests via specialized software
- Dispense towels to employees needed
- Assign changing room lockers to employees
- Manage employees' badge profiles through a dedicated software
- Compile monthly statistics including case management, cigarette distribution, and KPIs

**COMPANY REPRESENTATION**:

- Maintain confidentiality and show discretion
- Adhere to company policies and procedures
- Represent the organization in an ethical and professional manner
- Maintain a well-groomed and business-like appearance

**OTHER**:

- Manage various tasks and projects as they arise and upon the manager’s request
- Oversight of parking management
- Receive and process incoming invoices, ensuring accuracy
- Coordinate the process of uploading employees' pictures into dedicated software
- Administer employees' registration to bicycle Matchmybike software
- Handle employees' registration and allocation of office-connected lockers
- Serve as a backup receptionist on the 9th floor when necessary
- Prepare and distribute communications to employees following the department guidelines
- Update the floor plans on OfficeSpace (office space management software) and manage other tasks related to onboarding new employees
- Select, procure, and adhere to the established process for sending birthday cards to retired JTI employees
- Organise and oversee the on-site tire change campaigns for employees
- Oversee the "Champagne Service Award" activity at the reception, which involves distributing champagne bottles to employees based on their years of service

**Who are we looking for - requirements**:

- Higher education or college degree. Hospitality degree is a plus
- Proven work experience in 5* luxury hotels as a Receptionist, Front Office Representative, or similar role. Experience with administrative duties is a plus
- Fluent in English both spoken and written (at least C1 level) and French. Other languages are a plus
- Computer skills: Proficient user of MS Office (Word, Excel, PowerPoint, Outlook) and Internet. Hands-on experience with office equipment (e.g.printers)
- Effective verbal and listening communication skills: Listens, gets clarifications, and responds with empathy, conveys the message intended in a polite and clear manner in positive or negative situ