Receptionist/administrator

5 days ago

Centurion, South Africa 45th Media (PTY)Ltd Full time

**Job brief**

We are looking for a receptionist to join our team and help us achieve our goals.

**Requirements**:

- Grade 12
- Fluent in English (speak, read and write) and well spoken
- Computer literacy
- 1 - 2 years’ experience in admin.
- Excellent organizational and multitasking skills
- A team player with high level of dedication
- Ability to work under pressure and strict deadlines.
- Honest and reliable

Salary R5000 plus commission

**Duties and Responsibilities**:

- Being on time on a daily basis
- Professional and prompt answering of all incoming calls
- Scrutinizing of calls (obtain sufficient details from caller to give to intended recipient of call when required e.g. who called, from where, reason for call and specifically who did the person asked to speak to)
- Assisting with complying tender documents
- Assist with sourcing of quotations
- Typing quotes on pastel
- Taking of messages in a professional manner as well as timeous distribution thereof
- Making of calls in a professional manner, as required
- Telephone and birthday lists
- Update employee portal with the relevant birthdates and contact information.
- Professional and friendly greeting of all visitors
- Assisting of visitors depending on their needs
- Open security door for people who entry in the building
- Offering of refreshments or lunch (where applicable) to visitors
- Manage reception area, meeting rooms
- Responsible for keeping reception area in tip top condition
- Turning appliances, air-conditioners on and off
- Booking of meeting rooms on Outlook calendar and keeping the calendar updated at all times
- Ensure all meeting rooms are clean and tidy
- Oversee catering requirements when required
- Arrange catering for meetings and office functions as requested
- Preparing of refreshments if required due to circumstances
- Managing of service providers and souring items when required
- Placing orders (coffee pods, water, stationery, etc.) and following up until received
- Checking content of orders and signing off invoices
- Courier parcels packages and post:

- Dispatch courier parcels with appropriate service provider (depending on country); do follow-up tracking reports and notify sender / recipient.
- General admin duties
- Typing / Coping / Binding
- New staff - arrange stationery starter pack; arrange office access tag from
- Taking of minutes of meeting
- Receiving and capturing invoices/slip
- Setting up meetings and controlling boardrooms
- Administrative support across the organization
- Filing of documents for the finance dept, therefore liaising with Bookkeepers and Creditors Clerk
- Ensuring COVID-19 screening register is ready daily for staff to complete and sending to HR/ COVID Officer for record keeping by close of business
- Capturing expense claims
- Uploading content on the employee portal as and when required
- Prepare Tender documents
- Provide Support in supervising the tenders process from the pre‐qualification stage through to the final bid submission, award of contract and engagement close out.
- Collates and ensures proper documentation within the tendering and contract process by allocating tasks to team members.
- Ensure that all Bid Submissions and other Tender Documents that are responsive to client requirements are completed and submitted in a timely manner.
- Contacting clients to obtain missing information or answer queries

**Job Type**: Temp to perm
Contract length: 6 months

**Salary**: From R5 000,00 per month

**Experience**:

- Administrative office procedures, practices and equipment: 1 year (preferred)

Expected Start Date: 2024/04/15

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