Receptionist (Maternity Cover)

2 weeks ago

Johannesburg, South Africa Fragomen Full time

Job Description

About us:
Fragomen is the world’s leading exclusive provider of immigration and mobility services. We are a firm of more than 6,200 professionals and staff spanning more than 60 offices worldwide. We support clients in more than 170 countries. We are problem-solvers, innovators and established thought leaders in immigration and broader services, providing strategic advice to a diverse range of clients from individuals to the world’s leading multinational corporations.

A career at Fragomen will provide you with the opportunity to work in an exciting environment for a broad range of clients, where no two days will be the same. You will face interesting challenges and you will work with dedicated, friendly and ambitious people, where providing exceptional client service is at the core of what we do. We are extremely proud of our diverse workforce at Fragomen and we are fully committed to providing equal opportunities. We believe that our differences make us stronger.

About the role:
The Receptionist is the voice and face of Fragomen Africa. This role is responsible for presenting a professional front to the Firm and ensuring that clients feel welcomed and comfortable. The receptionist is additionally critical for being the central point that staff can determine if other members of staff are in the office or not.

About you:
Functional / Technical Skills:

- Manages the main switchboard of the office
- Takes accurate telephone messages when staff are out of the office
- Greets clients professionally and ensures beverages are offered and served
- Manages the meeting room bookings
- Opens, sort and distribute the daily mail for the office
- Prepares the outgoing post for collection
- Arranges couriers and logístical services as required.
- Receives, logs and distributes all courier deliveries to the office
- Reconciliation of couriers and logístical services invoices and receipts on a daily, weekly and monthly basis
- Updates PINS related to disbursements onto connect
- Create process flows as required
- Jointly responsible for the ordering and distribution of stationery
- Jointly responsible for the organisation and management of 3rd party providers
- Demonstrates professionalism and confidence in verbal communications on the telephone and in person with clients and the team
- Demonstrates accuracy and proficiency in written communications
- Other Ad hoc administrative duties, as required

Exceptional Organizational Skills:

- Implements effective processes to manage workflow
- Completes task within agreed time-frames and in line with expectations
- Ensures work completed is accurate and follows standard layouts
- Assists in the review/improvement of methods/procedures of the general office environment

Effective Assignment Management:

- Able to act under instructions with limited supervision
- When work is allocated, clarifies issues that are unclear and asks for the necessary information to complete tasks
- Keeps manager aware of the progress of matters to manage expectations, and informs of conflicting priorities/requesting assistance as problems arise / informing senior staff of current capacity
- Completes task within agreed time-frames / service standards
- Ensures work completed is technically accurate and written communications follow standard layout
- Plans workload and is able to meet deadlines and priorities for own work, taking into account delivery expectations from staff members

Professional Conduct:

- Appropriate regard to firm policies and protocols
- Follows the instructions of senior members of staff
- Possesses a track record of being punctual and if absent or late, communicates absence in advance
- Presents for work in a professional manner/ appearance is appropriate as per the firm’s dress code policy
- Raises concerns/needs with HR Manager or Practice Leader as appropriate
- Accepts responsibility for work undertaken
- Contributes to their team to enable completion and management of work
- Develops strong working relationships with team members and gains their confidence through displaying professionalism and efficiency in all communications
- Learns from both positive and negative experiences and adapts behavior accordingly
- Assists in the development and support of colleagues when required
- Is an active contributor to a positive team and firm culture

Fragomen in South Africa:
Whether in the office or working remotely, we are proud of our team spirit and we like to reflect this in the way that we work and everything we do. Our Responsible Business Practices (“RBP”) prioritizes Fragomen’s social responsibility through one cross-cutting theme and five focus areas of Wellbeing, Diversity, Equity and Inclusion, CSR including Pro Bono, Social and Sustainability. The RBP initiatives offer great opportunities for everyone at Fragomen to get involved and help steer a variety of initiatives and activities.’

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