Receptionist

2 days ago

Somerset West, South Africa AECI Full time

Greet walk-in clients and visitors by greeting and welcoming them, determine the nature and purpose of their visit and ensure that they are comfortable whilst they wait for their scheduled appointment.
- Notify company personnel of the visitor’s arrival.
- Where requested to do so direct or escort visitors appropriately to specific destinations.
- Operate the switchboard for Biocult by answering the telephone professionally, screening or forwarding calls, providing information and taking messages or scheduling appointments.
- To book, maintain and manage boardroom facilities for Biocult.
- Assist with the ordering of food and refreshments for meetings upon request.
- File and maintain records.
- Collect, sort, distribute, prepare mail, messages and courier deliveries both locally and internationally.
- To assist with ad hoc duties for which the incumbent is competent as requested by the Line Manager and Executives of AECI Plant Health/Biocult.

**Duties & Responsibilities**:

- Greet walk-in clients and visitors by greeting and welcoming them, determine the nature and purpose of their visit and ensure that they are comfortable whilst they wait for their scheduled appointment.
- Notify company personnel of the visitor’s arrival.
- Where requested to do so direct or escort visitors appropriately to specific destinations.
- Operate the switchboard for Biocult by answering the telephone professionally, screening or forwarding calls, providing information and taking messages or scheduling appointments.
- To book, maintain and manage boardroom facilities for Biocult.
- Assist with the ordering of food and refreshments for meetings upon request.
- File and maintain records.
- Collect, sort, distribute, prepare mail, messages and courier deliveries both locally and internationally.
- To assist with ad hoc duties for which the incumbent is competent as requested by the Line Manager and Executives of AECI Plant Health/Biocult.

**Qualifications & Experience**:

- Minimum education required: Grade 12
- Certificate or diploma in telephone etiquette advantageous.
- Minimum 1-2 years’ experience as a front line Receptionist with proven efficiency in operating a multi-line switchboard including relevant front desk/general administrative experience.
- Well presented with a positive attitude whether over the phone or in person
- Must be professional, service orientated, open-minded, friendly, careful and diligent, empathetic and patient and always be in control of emotions and actions.
- Possess the ability to capably deal with customers and queries in a courteous and professional manner.
- Must be able to operate a switchboard effectively and efficiently using professional telephone etiquette.
- Possess good communication (verbal and written), planning, organising, presentation, multi-tasking, problem solving, time management, critical thinking, decision making and inter-personal skills.
- Ability to work independently as well as within a team, use initiative, discretion, tact, patience and courtesy and know the importance of being confidential and discreet with company information.
- Must be bilingual in English and Afrikaans due to the nature of the company’s customer base.
- Knowledge of SHEQ Management Systems requirements/standards advantageous.
- Must have proficient computer skills in MS Office (Excel/Word/PowerPoint).
- Knowledge of Syspro/SAP is a prerequisite
- Must be structured and able to prioritise duties and be able to work under pressure.
- Ability to analyse situations accurately and exercise good judgement in taking effective action.
- Ability to maintain co-operative working relationships with clients, Management and all employees.
- Must be able to operate in a multi-disciplinary environment and be customer service orientated.

**Competencies**:

- Working with people and work standards
- Safety Awareness
- Meeting service expectations
- Adhering to principles and values
- Presenting and communicating information
- Planning and organising
- Coping with pressures and setbacks
- Good listening skills and attention to detail
- Following instructions and procedures
- Adapting and responding to change
- Multi-tasking, initiative and discretion
- Social perceptiveness, critical thinking, positive attitude, consistent dependability and time management.

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