Receptionist or Administrative Assistant

2 weeks ago

Roodepoort, South Africa Tych Business Solutions Full time

**Introduction**

A thriving company in the Gaming/ Hospitality industry are seeking a Receptionist/ Administrative Assistant at the Head Office based in Roodepoort, Johannesburg.

**Description**

We’re looking for professional, driven and motivated individual to join our team in the position of Receptionist/ Administrative Assistant.

**The incumbent’s primary duties will be to**:
**General**:
Ensure and maintain a clean and hygienic work environment and front/ welcome area

As the first point of contact within the company, ensure internal and external customers are directed to the correct department, person(s) or provide alternatives if and when required

Maintain security by following procedures and controlling access via the reception desk (monitor logbook, etc.)

Perform other administrative receptionist duties such as filing, photocopying, collating, faxing etc.

**Telephone/ Switchboard System**:
Ensuring that telephones are attended to at all times and strictly limiting dropped calls

Report telephone equipment and line faults to the IT Manager, if applicable.

Train all new employees or support staff (if any) in the operation of the telephone system, and take a pro-active approach to ensuring existing staff are properly trained on making full use of the system.

Review and update on a regular basis the employee contacts and telephone extension lists.

**Reception**:
Greet and welcome visitors to the Offices between 08h00 and 17h00, ensuring they sign in the visitor’s book and informing the relevant employee(s) of their arrival.

Monitor and ensure that the reception area is kept tidy and projects a business-like image.

Assist employees with clocking in and out and assisting visitors signing in and out of the building, where required.

In the event of a fire and/or any other emergency requiring staff to leave the building, to be responsible for ensuring that the visitors book and staff movement sheets are removed from Reception and taken to the outside meeting point.

Check and sign for deliveries, before informing the relevant person(s) arrival. Deliveries by post or courier will include valuable items (cash, passports).

Follow procedures and ensure security of valuables.

Log extension changes and advise all employees accordingly.

Covid screening of staff and customers entering the premises

**Couriers Services**:
Receiving and sorting daily mail/deliveries/couriers

On receipt of the appropriate request, complete all required forms, book couriers and follow up on all deliveries and provide confirmation to relevant person as per request and/or recipient

Process invoices and draw up paperwork to ensure costs are allocated to the relevant departments.

**Meeting and meeting room requests**:
Attend to request for booking meeting rooms

Update appointment calendars and schedule meetings/appointments, if required

Provide logístical support to meetings held in the Board Room and/ or meeting rooms, in arrangements, if requested, of meeting packs, catering provisions or any such request reasonably expected in the normal course of duties.

Attend to and assist with communication of all general company notifications both to internal or external as requested and so authorised.

Follow up on meetings booked a week in advance to ensure no changers have been made.

**Other**

Attend to any adhoc duty reasonably expected in relation to reception/ administrative support to the team.

**Requirements**:
**Education**:
National Senior Certificate (Matric Certificate

Relevant qualification (advantageous)

**Experience and Skills**
- Proven working experience in a front office handling receptionist responsibility
- Proficient with Microsoft Office Suite
- Professional appearance
- Solid communication skills both written and verbal
- Ability to be resourceful and proactive in dealing with issues that may arise
- Ability to organize, multitask, prioritize, and work under pressure
- Ability to interact at all levels
- Deadline driven and Quality orientation
- Ability to work under pressure
- Customer service orientation

**Reporting Line**:

- Reports to the CEO Personal Assistant

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