Receptionist

2 months ago

Centurion, South Africa Nology Full time

**Job Purpose Summary**:
Providing administrative and clerical support to ensure that services are provided in an effective and efficient manner. Looking after the company reception area to ensure all customers have a pleasant experience when visiting the company.

**Job Title**:
Receptionist

**Permanent/Temporary**:
Permanent

**Department/Division**:
HR & Facilities

**Location**:
Centurion office

**Reports to**:
HR & Facilities Manger

**Key Duties and Responsibilities**:
**Reception Duties and Responsibilities**
- Greet clients and visitors and set a positive and professional office atmosphere.
- Answer the phone, take messages, and redirect calls.
- Monitor and report line quality to the VoIP team if problematic
- Organise and maintain files and records.
- Manage boardroom bookings and communicate clashes
- Arrange mail collection with the Logistics Supervisor and distribution of mail.
- Receive and distribute supplies and parcel deliveries.
- Record staff movement.

**Administrative Duties and Responsibilities**
- Order lunch as per the lunch order sheets.
- Reconcile lunch orders daily on spreadsheet.
- Liaise with the lunch suppliers when you have any complaints or queries.
- Manage vending machine refills and maintenance.
- Stationary issue and stock control.
- Weekly audit of stock issued by the cleaning staff (groceries and cleaning products) and report any inconsistency or abuse.

**Procurement**
- Obtain quotation for stationery and grocery replenishment
- Do PRF’s for all purchases done
- Do PRF for lunch orders in order to get the vendors paid.

**General Duties and Responsibilities**
- Report faulty appliance, broken furniture, and structural damage and/or repairs.
- Maintain the Reception SOP and communicate and changes required or suggestions that can be beneficial.
- Monitor the parking and report any problems experienced due to lack of parking to the HR & Facilities
- Ensure the efficient operation of the company reception and liaise with VoIP to ensure the telephone system is always functional.
- Capturing of stock control sheets weekly.
- Report any abuse of stock or resources
- Receive WebAfrica units from customers and capture on the system as per instructions from the VAS & SW Team.
- Assist the Logistics team with scanning and saving of P.O.D’s onto Acumatica.
- During your employment you shall be obliged to carry out the lawful instructions of the Company faithfully and diligently and always use your best endeavours to promote the best interests of the Company._
- Should the Company introduce new methods of working and/or new technology you will be required to co-operate with these changes adapting to new methods of working and/or technology and undergo training as the Company directs._
- The company reserves the right to vary duties and responsibilities of the staff to suit the future needs of the business giving fair notice in writing._

**Required Skills, Knowledge and Personal Characteristics**:

- Excellent interpersonal skills
- Analytical and problem-solving skills
- Effective verbal and listening
- Communications skills
- Attention to detail and high level of accuracy
- Effective written communications skills
- Time management skills
- Honest and trustworthy
- Be respectful
- Possess cultural awareness and sensitivity
- Be flexible

**Comments and Special Consideration**:

- knowledge of office administration
- knowledge of people management and/or supervision

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