VIP Officer and Admin Support

4 weeks ago

Johannesburg, South Africa Profession Hub Full time

Our client is searching for a VIP Officer and Admin Support to join their team in Johannesburg

 

Summary

As a VIP Officer and Admin Support, the responsibilities include providing exceptional reception services to VIP guests and providing Administrative support to ensure the smooth operation of the office.

Key Responsibilities 

  • VIP Guest Reception: Greet VIP guests upon arrival with professionalism and warmth, providing personalized assistance and ensuring their comfort and satisfaction throughout their visit. Manage VIP guest inquiries and requests promptly and efficiently, demonstrating a high level of hospitality and customer service. Coordinate VIP guest arrivals and departures, including transportation, accommodations and special arrangements as needed.
  • Administrative support: Provide Administrative support to the office, including attending to office reception and answering phones, responding to emails, and handling mail and deliveries. Assisting with scheduling appointments, coordinating meetings and attending to minutes, Managing calendars for executives and VIP guests. Prepare and distribute documents, reports, and correspondence as needed, ensuring accuracy and confidentiality. Coordinating travel arrangements including, transfers, flights and hotel. Coordination of visa requirements and processing. Responsible for PSAMS guest house management and attending to maintenance issues. Providing reporting requirements.
  • Event coordination: in the planning and execution of business and VIP events, including coordinating logistics, and providing on-site support during events. Ensure that all arrangements for business and VIP events are handled with attention to detail and professionalism, reflecting positively on the company
  • Facilities Management: Maintain the appearance and functionality of reception and common areas, including tidying up, replenishing supplies, and ensuring that equipment is in working order. Report any maintenance issues or repair needs to the appropriate personnel and follow up to ensure timely resolution
  • Communication Liaison: Serving as a primary point of contact for VIP guests, Facilitating communication between guests or personnel. Collaborating with security officers to ensure the safety and security of VIP guests during their visits, including monitoring access and implementing security protocols. Ensure adherence to VIP protocols and etiquette, guiding staff
    members involved in VIP interaction.
  • VIP Relations Management: Build and maintain positive relationships with VIP guests, anticipating their needs and preferences to provide exceptional service and support. Serve as a primary point of contact for VIP guest, addressing inquiries, providing information, and ensuring that their experience exceeds expectations
  • Vehicle fleet Management: Oversees the management of all pool vehicles, including scheduling maintenance, coordinating repairs, and ensuring vehicles are clean and wellmaintained. Maintain accurate records of vehicle usage, mileage, and maintenance history. Coordinate with vendors and service providers for vehicle repairs, inspections, and registrations. Develop and implement policies and procedures for the safe and efficient use of pool vehicles. Monitor fuel usage and expenses, identify cost-saving opportunities, and maintain inventory of fuel cards and receipts. Provide training guidance to other drivers on safe driving
    practice and vehicle care 

Qualifications and skills

  • Diploma or equivalent experience preferred
  • Previous experience in a receptionist or administrative support role, preferably in a hospitality or luxury environment.
  • Excellent communication and interpersonal skills and attention to detail, with the ability to multitask and prioritize tasks effectively
  • Strong Organizational skills to coordinate logistical arrangements and events effectively
  • Strong customer service skills
  • Problem-solving skills to resolve issues quickly and efficiently
  • Proficiency in Microsoft Office applications and other office software
  • Ability to maintain confidentiality and handle sensitive information with discretion
  • Ability to adapt to changing priorities and work effectively in a fast-paced environment
  • Flexibility and adaptability to work in a fast-paced environment and handle unexpected situations with poise and professionalism
  • Excellent knowledge of protocol and Etiquette
  • Administrative skills
  • Basic security awareness 

Physical Demands

  • While performing the duties of his job, the employee is regularly required to stand, sit,
    demonstrate manual dexterity, climb stairs, talk, hear and see
  • Occasionally may be required to lift moderately heavy objects (up to 25 pounds). Personal protective equipment may be required when performing work in an outdoor or plant environment, including a hat, hearing protection, safety glasses, safety footwear, and other protective equipment as required.
  • The company promotes a drug/alcohol-free work environment through the use of mandatory pre-employment drug testing and ongoing random drug testing.

Position Type/Expected Hours of Work
This is a one (1) year contract position, Monday through Friday. Evening and weekend work may be required as job duties demand.

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