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Receptionist (Half day Role)

4 months ago

Johannesburg, Gauteng, South Africa Insphired Full time

Switchboard:
Answering the telephone -
in a friendly and professional way
within 5 seconds of call received
All calls for Senior Management must be screened thoroughly before calls are transferred
Irate clients: assist irate and unhappy customers/service providers in a calm, confident and understanding manner.
Any irate, difficult, unhappy customer must be forwarded to the COO. If the COO is not available, forward the call to any other available senior manager that will attempt to resolve the problem effectively.

Recording messages: Responsible for accurate recording of messages and forwarding messages electronically to the relevant persons.
Message must reflect caller name, date and time of call, and short message regarding the callers requirements.

Receiving Visitors / Staff Members:
Monitor visitors entering the premises
Confirm on Austell visitors log of Smartsheet that the visitor may enter the premises.
Once confirmed delete the entry on the Austell visitors log of Smart Sheet.
Receive visitors and guests professionally by greeting them and offering them refreshments.
Establish who they are, where they are from and whom they have come to visit.
Notify the Austell employee, then notify the visitor when the employee will collect them.
Issue visitors with visitors tag or sticker
Record visitors on Visitors Smartsheet and ensure the sheet is updated and accurate at all times.
Project a professional, positive image to all visitors and guests
Smart Sheet Attendance Register:
Maintain the attendance register for Austell HO.
All leave taken by employees must be confirmed with HR before recording onto the Smartsheet Register
Maintenance of groceries:
Ordering groceries timeously, using only selected providers
Delivery of groceries to Dezzo must be correct and must be done timeously.
Ensuring the stock levels are accurate and recorded accurately on Smartsheet. Stock levels to be updated daily.
Stock room key is to be managed by Receptionist and is only to be distributed to designated personnel when required. When the key is issued out, it is the Receptionists responsibility to record who the key is issued to and ensure it is returned. When the key is in the possession of the Receptionist, it is to be kept in a secured place at all times.

Wireless Boardroom Device Bags:
Managing wireless boardroom device bags by:
Issuing and collecting wireless boardroom devices according to Boardroom Devide
Smartsheet
Ensuring that the boardroom device bags are only issued to staff who have booked
the device on the relevant Smartsheet
Checking the contents of each bag when it is returned and making sure that all
relevant devices are in each bag.
devices relevant to each
Ensuring boardroom device bags are securely locked away at end of business,
daily.

Ensure that an updated list of current and new Austell products, with the relevant brand manager, is kept on hand at all times. This is to ensure that any and all queries pertaining to brands can be quickly and accurately transferred to the correct person. Liaise directly with marketing to receive the list.
Post delivered to the office must be sorted and distributed to the relevant person within 24 hours. Any post not distributed for any reason is to be securely locked away until it can be distributed

Ordering of Adhoc items from Servest

Requesting stationary quotes as and when required
Responsible for sending parcels and documentation to various suppliers as and when required (DHL)

Assisting with adhoc functions as and when required, this includes (but is not limited to) assisting various departments with typing or other tasks that may be required (only if time permits)
No casual conversations are permitted while managing the reception areas

The Receptionist is required to be well groomed and professional at all times. This includes but is not limited to wearing corporate attire in line with the dress code, speak and address all personnel and external guests and visitors with respect and politeness.

EDUCATION

Matric

EXPERIENCE.
Minimum 1 year experience as a receptionist.

SKILLS/PHYSICAL COMPETENCIES
Computer Literate
Microsoft Office (Excel, Word and Outlook)

BEHAVIOURAL QUALITIES
Exceptional communication skills (Verbal and Written)
Organisation skills
Professionalism
Energetic
Friendly and Attentive
Patient and Understanding
Co-operative
Use Initiative

DESIRABLE SKILLS & EXPERIENCE:
3-5 years experience as a receptionist
Ability to help irate and difficult customers