Receptionist
3 weeks ago
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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
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