Receptionist

2 weeks ago

Cape Town, South Africa Community Media Trust Full time

Key duties and responsibilities (may include but are not limited to):
As the receptionist, you will serve as the initial point of contact for our organisation. Your responsibilities will include providing administrative assistance throughout the organisation. You will warmly welcome and greet guests and visitors to the office. Additionally, you will manage front-desk operations which involve handling correspondence and directing incoming phone calls to the appropriate parties.

**Efficient operation of the switchboard**:
Manage incoming calls efficiently, promptly, and courteously, assessing caller needs, transferring calls, taking messages, and promptly relaying them to the relevant staff.
Panasonic PABX switchboard - handle the setup and shutdown procedures of the switchboard at the beginning and end of each business day.
Remain informed about daily office operations and staff whereabouts to ensure callers are directed to the appropriate staff member when needed.
Coordinate with the IT department regarding specific switchboard requirements and maintenance needs.
Keep the internal staff extension list updated on the MS Excel directory as required.
Update the provincial office address list as needed.
Maintain and regularly update the switchboard list as necessary.

**Reception**:
Uphold the professional appearance of the reception area by maintaining its overall cleanliness and completing routine tasks.
Ensure office security measures by following safety protocols and controlling access through the reception desk.
Offer warm greetings to both visitors and staff upon their arrival.
Notify the relevant contact of visitors' arrivals in a friendly and helpful manner.
Provide assistance to visitors as needed, ensuring their comfort by offering refreshments if their wait is expected to be prolonged.
Perform other clerical receptionist duties such as filing and photocopying.

**Courier**:
Knowledge of the courier industry
Acknowledge receipt of deliveries as required and inform designated recipients.
Providing ad-hoc administrative assistance by arranging / confirming courier services/collections placed from head to/from provincial offices.

**Boardroom**:
Utilise Outlook to update the boardroom calendar and organise meetings.

**Required**:
Matric certificate or equivalent NQF qualification.
Proven work experience as a receptionist, front office representative or similar role.
Experience on managing a switchboard.
Required to be punctual and available to work Monday through Friday from 8:30am to 5:00pm.
Hands-on experience with office equipment (e.g. printer, telephone, laptop).
Customer service and telephone etiquette.
Proficiency in Microsoft Office Suite.
Solid written and verbal communication skills.
Must be fluent in English and have better understanding of South African Local languages.
Multitasking and time-management skills, with the ability to prioritise tasks.

**Advantageous**:
Experience working in NGO/NPO
Ability to communicate in other South African Local language/s namely Xhosa, Afrikaans and Zulu.

**Skills and attributes**:
Ability to work under pressure and work unsupervised the majority of the time.
Ability to communicate both verbally and written on all levels - both internally and externally.
Ability to work as a team player.
Attention to detail at all times - accuracy.
Excellent listening skills.
Self-motivated and reliable.
Professional attitude and appearance.
Own reliable transport to and from work.

Complete all required sections.
Make sure you choose the correct reference number from the drop-down list: REC/HQ/APR2024

**Attach the following**:
A cover letter
A comprehensive CV
Qualifications & Certificate/s
**Closing date**: 3 May 2024 (12:00PM)

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