Receptionist-cape Town Branch

6 months ago

Cape Town, South Africa Nology Full time

**Job Purpose Summary**:
The main purpose of the reception position is providing administrative and clerical support to ensure that services are provided in an effective and efficient manner. Responsibilities include looking after the company reception area to ensure all customers have a pleasant experience when visiting the company.

**Job Title**:
Receptionist-Cape Town Branch

**Permanent/Temporary**:
Permanent

**Location**:
Cape Town

**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.
- Organise and maintain files and records.
- Manage boardroom bookings and communicate clashes.
- Receive and distribute supplies and parcel deliveries.
- Record staff movement.

**Administrative Duties and Responsibilities**:

- Stationary order, issue, and stock control.
- Weekly audit of stock issued by the cleaning staff (groceries and cleaning products) and report any inconsistency or abuse.
- Send daily credit card payments to Debtors.
- Update and completion of acknowledgements forms for computer equipment for all CPT employees.

**Procurement**:

- Obtain quotation for stationery and grocery replenishment.
- Do PRF’s for all purchases done.
- Define the requirements for cleaning products and toilet paper. Obtain quotations for approval and place order timeously monthly.

**General Duties and Responsibilities**:

- Complete and sign weekly timesheet for the cleaner and forward to HR & Facilities manager for approval and payment by finance team.
- Supervise cleaning staff and ensure all duties are performed. Report any issues to HR & Facilities manager.
- Report faulty appliance, broken furniture, and structural damage and/or repairs.
- Ensure the efficient operation of the company reception and liaise with VoIP to ensure the telephone system is always functional.
- Ensure regular service of equipment such as air conditioners, printers etc.
- Report any abuse of stock or resources.
- Ensure the efficient operation of the company reception and liaise with VoIP to ensure the telephone system is always functional.
- Send any customer complaints or compliments received to the relevant department and keep HR & Facilities manager informed.
- Work hand in hand with the CPT landlord for any maintenance requirements or issues pertaining to the building.

**Stack Project Duties**:

- Receive all returned devices, by walk-in customers or courier sent.
- Capture all returned devices on relevant form by completing all the information fields, this includes the scanning of the Serial & MAC numbers.
- Ensure all courier’s sent parcels are captured on the Returns Sheet, on the same day received.
- Help walk-in customers if needed in completing the form on the tablet.
- Pack all units that will be refurbished in a box and send to head office team for further actions. All non-refurbished units to be stored in Cape Town Warehouse.
- Raise all returns sheet and tablet errors or issues as soon as possible to the VAS team manager.

**Requirements**:

- **Internal training**: During the first week of your employment, you’ll be presented with training plan designed to guide you through your on-the-job training experience.

**Minimum Qualifications**:

- Matric
- Excel proficient
- Any additional administrative training will be beneficial.
- Minimum of 3 years’ experience in office administration.

**Additional Skills**:

- Strong communication skills
- Takes initiative/ pro-active.
- Self-management skills
- Works well with all kinds of people. Excellent interpersonal skills.
- Remain calm under pressure.
- Attention to detail and high-level of accuracy.
- Honest and trustworthy.

**Office requirements**:

- Working hours 8h00 to 17h00, Monday to Friday.
- Semi-formal dress code
- Reliable transport to and from the office
- Excellent language skills (English), both written and verbal

**Notes**:

- 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.
- 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.
- Duties must be performed faithfully, diligently and to the best of your abilities.
- 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.

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