Reception Supervisor

4 weeks ago

Cape Town, South Africa Clicks Group Limited Full time

Advert reference: click_012480
Advert status: Online
- **Position Summary**:
**Industry**:Wholesale & Retail Trade

**Job category**:Reception and Switchboard

**Location**:Cape Town

**Contract**:Permanent

**EE position**:Yes

**Brand**:Clicks Group

**Introduction**:
An exciting opportunity as Reception Supervisor has become available at New Clicks SA (Pty) Ltd. The role will be based in Woodstock, Cape Town and will report to the Senior Facilities Manager.

**Job description**:
**Job Purpose**
- Administer, coordinate and supervise Reception, Switchboard and Training Centre Activities at the Head Office to ensure the customers are dealt with in a professional and effective manner be it in person or telephonically.

**Job Objectives**:
**Manage Switchboard & Reception and Training Centre Operations**
- Supervise, organise, control and support all Reception & Switchboard and Training Centre projects, activities, complaints and queries
- Manage all Training Centre booking, equipment and set-ups.
- Monthly reporting on the departments key performance indicators, Switchboard stats, training centre stats, equipment stock management.
- Manage overtime transport through 3rd party vendor, company focal point.
- Handle ad hoc tasks from the Senior Facilities Manager.
- Supervise visitors contact points; assist with answering of calls as well as the welcoming visitors.
- Supervise workplace neatness (presentation) - Staff and Physical environment
- Coordinate Workflow Processes daily.
- Liaise with the Florist for special events and occasions, ensure flowers arrive on time and are of a High standard.
- Implement and Maintain Policy / Procedure and Standards relating to your department.
- Ensure compliance with all OHS and Quality related policy and Procedure as well as standards set for all relevant sites

**HR & IR Related Issues**
- Ensure that appropriate Human Resources policies and practices are complied with.
- Displays innovativeness and motivation.
- Builds good relationships with colleagues, superiors, customers and others stakeholders.
- Identify Training & Development of all team members
- Conduct performance contract reviews for all Staff reporting to you. (Bi annually)

**Customer Experience**
- Ensure all telephone lists are updated, adequate communication is sent to staff and IT to ensure the correct information is distributed to all in the department with regards to who is who in the organization
- Get to know the business in such a way that you are fully aware of all changes and updates to the organogram as well as services available and communicate these to the team.

**Minimum requirements**:
**Qualifications and Experience**:

- Matric
- A Tertiary Qualification in customer management is advantageous
- 3/4 Years of Experience in a similar environment.
- 1 Year Supervisory experience.

**Reports & Administration**
- Prepare a monthly operations report to the Senior Facilities Manager based on department activities for the month.
- Maintain the visitors register and ensure it is used effectively
- Liaise with Security to ensure that no undesirable elements are allowed access to the building.

***

**Skills, Abilities and Job Related Knowledge**:

- MS Office
- Knowledge of the telephony systems in place
- Excellent customer relations and people skills
- Ability to plan, organise and control own work effort
- Ability to work under pressure and manage the team to do the same.
- Good communication skills
- Well groomed and presentable
- Good Timekeeping Skills

**Essential Competencies**:

- Able to adapt and implement change.
- Must be able to work independently and make decisions.
- Ability to communicate effectively with all levels of staff and contractors.
- Must be friendly, polite and helpful when dealing with customers
- Taking prompt action to accomplish objectives.
- Attention to Detail
- Must be energetic, self-motivated and team orientated.
- Must be reliable and approachable
- Must be able to function effectively under pressure
- Must be service oriented.
- Must be punctual all the time.

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