Receptionist

5 months ago

Cape Town, South Africa Tsebo Group Full time

**About Us**:
Tsebo Facilities Solutions is looking for a Receptionist to receive all visitors a in a friendly and professional manner, and to promptly notify the relevant person of their visitors and proactively administering the workplace reception services in accordance with the master service agreement.

As a leading African Integrated Workplace Management Solutions Provider, Tsebo Solutions Group offers clients reduced costs, risk and complexities together with increased quality, efficiency and productivity. We specialise in Catering, Facilities Management, Cleaning and Hygiene, Pest Control, Protection, Energy, Procurement, Workspace Design, Engineering, Remote Camps, and more. Developing our people - the heart of Tsebo - is the foundation of our purpose. The result is a knowledgeable workforce that is in touch with every nuance of our clients’ needs. DOWNLOAD OUR ONE-PAGER to find out more about who we are in a nutshell.

**Duties & Responsibilities**:
**Operational Delivery**:

- Review visitor and client arrivals for the day
- Attend to special arrival and meeting room requirements
- Provide information about amenities, area and venues
- Anticipate client needs and build rapport with clients
- Offer assistance with certain tasks (e.g. confirming travel arrangements, taking messages, restaurant reservations, etc)
- Offer assistance with meeting room technical requirements.
- Report client feedback to the Helpdesk and revert to clients and visitors with resolution
- Escalate unresolved complaints to the Manager when necessary
- Report any building maintenance to the TFS call centre daily.
- Ensure compliance with health and quality standards
- Ensure all meeting rooms are set up as required by the client.
- Conduct daily inspections to ensure that all chairs are in place, meeting room is clean and cables are tidy.
- Test AC and VC equipment prior to use.
- Ensure water jugs are refreshed regularly throughout the day and that clean glasses are available at all times.
- Ensure that all white boards are cleaned, white board markers are working well and that an eraser is available.
- Sign Condeco panels in and out as and when required.
- Ensure that rooms are cleared and tidied after each meeting.
- Ensure that tables are cleared and chairs are aligned after each meeting.
- Report over flowing dustbins and cleaning issues to the cleaning team on duty in your area.
- Report and hand in any lost property found in meeting rooms to security.
- Ensure that all bookings for your floor is noted and planned at least 48 hours prior to the meeting.

Customer Focus:

- Work with teams to develop and maintain a customer-focused attitude toward activities, concentrating on those that most strongly contribute toward improving customer lifetime value
- Interact with client to provide and process information in response to inquiries, concerns and requests about products and services
- Conduct client satisfaction surveys to ensure clients are satisfied with the products and services
- Keep up to date with business objectives within the environment
- Provide advice on general changes and compliance within the workplace management framework when required
- Work with processes and procedures in such a way that operational efficiencies and performance are enhanced
- Attend to and resolve all customer queries timeously or escalate when necessary
- Follow up and follow through on all queries timeously

Manage conflict Reporting:

- Prepare all weekly/monthly reporting within set timeframes for submission to your manager
- Update and maintain all relevant records
- Compile and prepare stats as and when required by your manager

Code of Conduct:

- Undertake such other responsibilities as directed by Management that will drive sustainability.
- Work in a flexible way when the occasion arises so that tasks, which are not specifically covered in the job description, are undertaken.
- Take responsibility for one’s own performance.
- Promote TFS’s & EY image and corporate citizenry through deliberate and co-ordinated activities.
- Adhere to the TFS’s Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures as applicable to this position.
- Ensure TFS ethical values are adhered to.

**Skills and Competencies**:

- MS Office Suite
- Knowledge of equipment, materials and suppliers used in facilities management.
- Proven experience as a Concierge
- Familiarity with hospitality industry standards
- Proficiency in English; knowledge of additional languages is a plus
- Computer literacy
- A customer-oriented and professional attitude
- An outgoing personality
- Outstanding communication abilities
- Excellent organizational and time-management skills
- Hospitality and customer centric focus.

**Qualifications**:

- Grade 12 (non-negotiable) plus Computer literacy
- 2-3 years frontline hotel/customer service experience
- Minimum 3 years’ experience as a Receptionist in a hospitality environment

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