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Receptionist

4 weeks ago

City of Johannesburg Metropolitan Municipality, South Africa Oneplan Underwriting Managers Ltd Full time
Job title : ReceptionistJob Location : Gauteng, JohannesburgDeadline : March 18, 2025Quick Recommended Links
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Main purpose of the job 

  • To ensure the front desk welcomes guests enthusiastically demonstrating our culture and ethos, and executes all administrative tasks to the highest quality standards.

Reception

  • Greet and welcome guests as soon as they arrive at the office.
  • Direct visitors to the appropriate person and office
  • Answer, screen and forward incoming phone calls
  • Ensure reception area, foyer and meeting rooms is tidy and presentable, with all necessary stationery and material (e.g., pens, forms, and brochures)
  • Provide basic and accurate information in-person and via phone/email.
  • Maintain office security by following safety procedures and controlling access via the reception desk (monitor register, issuing of parking tickets, emergency procedures.)
  • Provide/arrange refreshments to visitors and staff for meetings as and when requested.
  • Maintain a high level of personal presentation at all times.
  • Receive, sort, and distribute daily mail/deliveries.

Administration

  • Assist with capturing of fingerprints of candidates for MIE checks to be processed.
  • Extract relevant data from information provided by others and input it into spreadsheets or standard formats.
  • Produce accurate reports for others by collecting data from a variety of standard sources and inputting it into standard formats.
  • Manage “grab-a-fruit” initiative.
  • Send Grab A Fruit invoices to Finance to process payments once signed off by the Director.
  • Keep updated records of office expenses and costs.
  • Order office supplies and keep inventory of stock.
  • Manage and update meeting room calendars and schedule meetings as required.
  • Perform other clerical receptionist duties such as filing and photocopying.
  • Ability to be resourceful and proactive when issues arise.
  • Be available and willing to assist with any additional tasks and projects, as required by the department.

Facilities Management

  • Ensure all facilities are managed appropriately and updates are provided to the Director as and when required.
  • Identify opportunities for cost efficiencies.
  • Management of parking ensuring timeous activation and deactivation.
  • Order and collect parking tickets as required.
  • Manage and update parking vouchers.

Work collaboratively

  • Build a culture of respect and understanding across the organisation
  • Recognise outcomes which resulted from effective collaboration between teams
  • Build cooperation and overcome barriers to information sharing, communication and collaboration across the organisation
  • Facilitate opportunities to engage and collaborate with internal and external stakeholders to develop joint solutions

Self-Management

  • Follow through to ensure that personal quality and productivity standards are consistently and accurately maintained
  • Demonstrate consistent application of internal procedures
  • Plan and prioritise, demonstrating abilities to manage competing demands
  • Demonstrate abilities to anticipate and manage change
  • Demonstrate flexibility in balancing achievement of own objectives with abilities to understand and respond to organizational needs 

Requirements

Minimum Academic, Professional Qualifications & Experience required for this position

  • Matric (Grade 12)
  • (NQF 5) Secretarial and/or Administrative Diploma advantageous
  • Experience as a Receptionist, Front Office Representative or similar role
  • Proficiency in Microsoft Office Suite and job related systems

  • Administrative / Management  jobs