Receptionist/administrator

2 weeks ago

Durban, South Africa Palm Tissue Mills Full time

**Requirements**:

- Must have a matric qualification
- Must have secretarial/administrative qualification
- Must have 3-5 years working experience as a Receptionist
- Must have good organizational skills and proven ability to prioritize jobs
- Must have a clear and well-modulated voice
- Must be well versed, be able to speak/communicate efficiently

**Duties and Task**
- Ensure that the Reception area is clean and neat at all times
- Ensure that all incoming telephone calls are dealt with in an efficient and courteous manner.
- Ensure that the switchboard is manned adequately at all times and answered according to company procedures.
- Ensure that the switchboard and all telephone lines are always in perfect working conditions.
- Ensure that you are well acquainted with the company’s Front Office procedures and adhere to these procedures at all times.
- Courier co-ordination and management of courier procedure
- Secretarial /administrative duties inclusive of filing, data capturing, assisting with capturing purchase orders and invoicing
- Comprehensive diary management, including internal and external meetings
- Ensure director is prepared for all meetings with all necessary documentation and information.
- Screen/ monitor all Director telephone calls, manage interruptions & support the effective time management of Directors
- Support the Director to manage workload and activities by monitoring, responding and re‐directing queries
- Preparing meeting requirements, taking minutes and following up on actions
- Identify, anticipate and prepare information requirements for Directors meetings, appointments, presentations and follow up on requests for information, outstanding reports, and correspondence.
- Efficiently arranging and managing logistics related to Directors travel and accommodation
- Producing documents, briefing papers, reports and certain presentations for Directors
- Follow up with all members of management team on outstanding issues/projects
- Carrying out research and presenting findings on various areas as assigned
- To manage Directors office administration duties.
- Process all expense claim forms.
- Devising and maintaining office systems, including data management and filing.
- Binding of documents and marrying invoices to POD’s and Delivery Notes

Application Deadline: 2023/02/14

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