Junior Receptionist/administrator

2 weeks ago

Johannesburg South, South Africa L3A (Pty) Ltd. Full time

_** Must stay in Johannesburg South **_

**JOB PURPOSE**:

- Be the first line of contact to visitors, customers and suppliers either in person, via electronic communication or telephonic communication for and on behalf of the company and delivering exceptional customer service assistance
- Responsible for providing administrative support to the office staff
- Back-up sales activities to the business

**JOB REQUIREMENT**
- Skills profile: Excellent verbal and written communications skills, Customer centric and focused, Professional Personal presentation, Reliable, High stress tolerance, Excellent organizational skills
- Competence profile: Effective communication
- Matric / Grade 12 and or equivalent
- A qualification in Business Administration and/or Marketing, advantageous
- Code 08 Driver’s License, advantageous
- Above Average computers skills; MS Office Products

**DUTIES AND RESPONSIBILITIES FINANCIAL**
- Processing quotes, supplier orders and purchase orders received from customers and supplier related to office admin, repairs, maintenance etc.
- Prepare and submit related documents for payment
- Manage petty cash and reconciliations to direct Line Manager for submission to Finance to replenish, as required
- Assist with the facilitation of tenders

**BUSINESS AND ADMINISTRATION PROCESSES**
- Assist with the management of relevant documentation from drivers for all deliveries and collections, in conjunction with the Warehouse Administrator and Key Account Administrators
- Assist with release notes for collections and dispatches of products, in conjunction with the Warehouse Administrator and Key Account Administrators
- Where required create and attach a COA (Certificate of Analysis) for purpose of collections
- Management of renewal of company vehicle licenses Attach valid COA on all collections
- Request MSDS (Material Safety Data Sheet), where applicable and ensure valid MSDS are attached with deliveries, if required
- Request MSDS (Material Safety Data Sheet), where applicable and ensure valid MSDS are attached with deliveries, if required

**RECEPTION DUTIES**
- Answer telephones, within 3 rings where possible and take comprehensive messages
- Manage the entry, exit of visitors, and ensure the gate is closed at all times for safety purposes
- General cleanliness of reception and boardroom area
- Report any IT and equipment related issues for maintenance or repair to relevant person/service provider for action (WIFI, Telecoms, Network issues, Health and Safety, Nashua etc. )
- Report any maintenance issues to relevant person or company for action (Cleaning, Waste, Forklift, etc)
- General administrative duties, e.g. filing, ordering of stationery and supplies, on a monthly basis
- Assist with Boardroom meetings, if required, including ensuing tea coffee and water available for meeting
- Order uniforms, safety equipment and/or safety gear, annually
- Catering arrangements for functions, when required
- Arrange refreshments (tea, coffee, water etc, to customers, as required
- Liaise with the “the Courier Guy’ when sending samples/specific parcels to customers
- Send weekly meter reading of photocopier to Nashua (Mondays)
- Any duties that may be assigned to you from time to time and within reason

**SALES**
- Based in reception area as the first line of contact to visitors, customers and suppliers either in person, via electronic communication or telephonic communication for and on behalf of the company
- Assist with sales queries and quotes for products in conjunction with the Key Account Administrator, where required
- Liaise with the Warehouse Administrator and Key Account Administrator/s, on a daily basis to ensure all queries for products are dealt with timeously
- Process sales orders and invoices, as per company procedure
- Build positive and productive business relationships with potential and existing customers and visitors to the company

**LEARNING AND GROWTH**
- Consistently contribute towards business discussions at training sessions and operational meetings
- Participate in a culture of learning through actively participating in attending courses, seminars and training interventions as part of personal development and in support of the lifelong learning philosophy

**Job Type**: Temporary

**Salary**: R10,000.00 per month

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