Job Title: Receptionist & Document ControllerCompany: EHS InternationalReports to: Training Administration ManagerThe Receptionist & Document Controller is responsible for greeting, welcoming and directing visitors to the company. They will coordinate all front‑desk activities. It is also the role of the Receptionist & Document Controller to carry out various document and training department tasks assigned to them by the Training Administration Manager.ResponsibilitiesFirst point of contact for all clients,trainers,visitorsetctothecompany.Answerallcalls andqueriesanddiverttorelevantpersonnel.Updatethecalllogwithallcallsthathavebeenreceived/made.Ensurethetrainingroomsareequippedwitheverythingrequiredforeachcourse/meeting.Preparepaperworkforupcomingtrainingsessions.Contact trainers prior toupcoming sessions to check requirements and follow up as required.Contactallattendeespriortocoursecommencementtoconfirmtheyareattendingandgive final details/answer any queries etc.Ensuring all coursedocumentation for all programmes are returned by trainers.Whencoursesarefinished,allpaperworkisscannedtoourcourse management system.Reviewing of training recordsto confirm that all paperwork is completed to the required standards.Highlighting any quality issuesto Quality Manager and Training Manager following review of the programmepaperwork.Processing certification forEHS International accredited programmes.Ensure programme examinationsare assessed and processed through the relevant certification systems.Coordinating and maintaining the administration of the SOLAS, NEBOSH, IOSH and PHECC accreditations toensure that the appropriate document control procedures are maintained.Review of tutor and learnerfeedback forms.Lookafterthecateringneedsforattendeesandtrainers.Processing all incoming andoutgoing post.Process monthlystationeryorders.Issueweeklyreportstomanager.Bookingmeeting/TrainingroomsthroughtheOutlookCalanders.IssuetemporaryinvoicestoAccounts.Issue Safe Pass Cards/PHECCCerts/etc. once processed.Any other general office dutiesthat may arise in the day-to-day office environment.RequirementsExcellent verbal and writtencommunication skills.Experience in MS Office applications.Strong administrative and organizationalskills.Knowledgeofrelevantqualitystandards(e.g.ISO9001)Ability to work collaborativelywith teams throughout the organisation.Previous experience in a busyoffice environment.Work well under pressure andmanage time effectively, especially during busy periods.Should be friendly, empatheticand able to communicate effectively with clients and colleagues at all levels.
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