Receptionist

2 weeks ago

East London, Eastern Cape, South Africa Own Haven Housing Association Full time

Summary


Effective management of Own Haven's reception area, answering of the switchboard, and professional interaction with OHHA's stakeholders, current and prospective clientele, ensuring direction to appropriate staff.


Key Performance Areas

1. Operational Requirements

FRONTLINE/CUSTOMER SERVICE

  • Open and close office daily
  • Receive all visitors
  • Answer all incoming calls via the switchboard, putting calls on hold and answering next call when necessary.
  • Ensure the switchboard is redirected to nightservice outside of official office hours
  • Forward calls and queries appropriately
  • Attend to relevant enquiries.
  • Ensure front office neat and tidy.
  • Receive, date stamp and distribute mail.
  • Always ensure reception manned in terms of roster
  • Monitor staff movement in and out of organization.
  • Check all doors and windows on the ground floor ensuring they are closed before leaving
  • Ensure everyone complies with all Covid19 protocols

ADMINISTRATION

  • Assist with the folding of statements for delivery.
  • Typing as required
  • Assist with the copying and binding of documents
  • Ordering stock of teas, cleaning, stationery and water
  • Check paper stock at printers daily
  • Assist with filing when required
  • Assist with Proof of residence and gate passes
  • Reporting telephone and printer faults
  • Tenants attendance register
  • Interact with service providers and maintain relationships.
  • Obtain quotes as and when necessary
  • Any ad hoc admin as and when requested
  • Request collection and delivery of parcels with courier company

CASH RECEIPTING

  • Ensure effective cost saving and waste elimination
  • Account for all monies received from tenants.
  • Ensure all monies are reconciled daily and locked in the safe.
  • Receipt book to be locked in receptionist's draw.
  • Weekly reconciliation of takings to be handed over to finance

COMMUNITY DEVELOPMENT

  • Manage CSI activities in line with OHHAs mainstreaming plans
  • Attract new and engage with current volunteers involved in the CSI programmes
  • Attend meetings and events to assist with the guiding of current and new CSI programmes
  • Relate & promote a customer friendly environment in all developments

2. Financial

  • Ensure effective cost saving and waste elimination
  • Ensure capital expenditure plans are met
  • Ensure control and approval of expenses in accordance with the company approvals framework

3. Human Resources

  • Familiarise yourself with and, at all times, act in accordance with the company's policies and procedures
  • Promote diversity, equal opportunity and fair treatment in the workplace

4. Quality Assurance

  • Comply with Quality requirements as outlined by the company procedures and Written Instructions in all tasks and activities
  • Ensure that the required procedures and quality standards are adhered to
  • Ensure high quality standards of work are adhered to at all times
  • Complete all documentation timeously and accurately

5. Safety, health and environmental

  • Carry out any duty or requirement imposed on the company by the OHS Act
  • Ensure that the requirements of the OHS Act are complied with by every person under your supervision
  • Ensure that reasonably practicable steps are taken to identify, manage or eliminate any hazards or potential hazards to the safety or health of employee
  • Report any unsafe or unhealthy situations to the Managing Director

Minimum Requirements

  • A minimum of a Grade 12 qualification is necessary
  • A minimum of 2 years' experience in a similar position essential
  • Experience in client services environment essential
  • Office administration or secretarial experience advantageous

Skills and Attributes

  • Excellent communication skills
  • Planning and organization skills
  • Excellent customer service Skills
  • Excellent Multitasking and prioritizing skills
  • Excellent MS Office skills
  • Professional phone etiquette
  • Excellent problemsolving skills and ability to work under pressure

Salary range:
R TCT

Job Type:
Permanent

Salary:
R9, R11,000.00 per month

Ability to commute/relocate:

  • East London,

Eastern Cape:
Reliably commute or planning to relocate before starting work (required)

Application Question(s):

  • Experience in client services environment essential
.

  • Office administration or secretarial experience advantageous
.

Experience:

  • Receptionist or similar role: 2 years (preferred)
Application Deadline: 2023/08/16

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