Receptionist

4 days ago

Durban, South Africa Jobted ZA C2 Full time

Duties and responsibilities:
Switchboard / Reception:

- Answer and address incoming phone calls in a timely and polite manner.
- Receiving visitors in a polite and professional manner - vlarify visitors needs and offer refreshments where appropriate. Also direct visitors to the correct person when neccessary.
- Manage queries and provide correct information to all customers and visitors.
- Screening of calls and forwarding calls to relevant personnel (all divisions).
- Screening of visitors and staff (including the recording temperature readings where necessary).
- Recording of messages / email messages accurately to relevant personnel.
- Report Telephone faults. Follow up until fault has been resolved.
- Provide solutions and support to the customer/ visitors using knowledge of company products and services.
- Manage difficult visitors and customers effectively.
- Ensure that someone is available at reception if you are carrying out a function in the office or on break.
- Dealing with tenants / customer queries and assisting when necessary.
- Handing out newsletters, memos and circulars to tenants.
- Sort and distribute incoming mail and prepare outgoing mail, also attend to courier packages/mail.
- Keep reception area clean and neat, incl maintaining and organising of reading material.
- Monitor people coming and going through the reception doors
- Be aware of and report suspicious activity.

Clerical/Secretarial Support:

- Photocopy, scan, fax, collate and laminate documents (including pensioners cards) ad-hoc basis.
- Maintain equipment and report any faults/ malfunctions.
- Printing and providing meter readings for all office equipment (all divisions)
- Reporting faults of the printers and ordering of ink cartridges/toners. Ensuring that new toners are fitted into the machine.
- Maintain an adequate inventory of office supplies (Monitor, control and order office supplies including paper, toners, stamps, boxes, diaries, etc).
- Maintain the general filing system and file all correspondence accurately.
- Data capturing and submission of relevant reports to the operations teams (retail and restaurants: sales, daily reports, the company, refuses & store defaulters, etc)
- Ordering (with signed order notes) and distributing of office stationery (including various books)
- Update databases (Emergency Listing) on a monthly basis (Verify all tenants details)
- Placing lunch, coffee and refreshments orders
- Ordering of uniforms and issuing to staff (arranging dry cleaning as well)
- Arrange and manage Boardroom bookings, set up boardrooms for meetings (stationary, equipment, refreshments, etc) and ensure that the boardrooms are neat and tidy at all times.
- Obtain approval and place orders for all kitchen necessities (Refreshments, cleaning products tissues, teas, coffees, water, maintenance of water dispenser, etc) All Divisions - weekly.
- Log all call outs Ad-hoc
- Signing in all service providers and providing feedback to the relevant departments (Ad-hoc)
- Maintain key register, sign in/out and distribution of keys (incl those to service providers) -Ad-hoc
- Compile daily sales (retail) for submission to management
- Compile daily category stocktakes for submission to Management
- Update the companies ratios (for all stores) for submission to Management (daily and monthly)
- Produce price survey for submission to management
- Restaurant sales reports for submission to management
- Tuesdays: GPs and shrinkage submission
- Compile daily sales file for retail sales
- Compile restaurants daily sales file
- Daily sales report compile and send out on a daily and weekly basis
- Comparison capture pricelist weekly and send report out on a daily and weekly basis
- Renew online report
- Top 100 report weekly and monthly
- Price Comparison - report weekly
- Water and Electricity Financial Report
- Request for budgets for retail and Restaurants
- Prepare Financial and managers meeting files, Financials and Managers Packs (collect, print, photocopy and collate)
- Month-end sales submission to Executives
- Month-end GPs submission to Executives
- Property invoices - ensure there are order notes for all purchases made and match all invoices to their statements
- Monthly Turnover reports for submission to Executives (Restaurants and Retail)
- Reports for all stores to be filtered and audited
- Ensure that all supervisor cards are changed every 3 months
- Ensure that all phone codes are changed every 3 months
- Creating new store account cards
- Christmas Lunch planning and decorating of the office
- Printing, compiling of Christmas planning booklets and ordering files and books for the planning.
- Assist with the charge account, ensure that all till slips correspond with the monthly statement, breaking it down into vat and non-VAT products and submit to accounts for payments.
- Updating of Car Stats schedule on a daily basis and submitting a full report at month end.
- Long service awards Print and frame signed certificates (annually)
- Printing of training certificates for all stores (Annually)

Requirements:

- Matric
- Computer Literate and especially proficient in Microsoft office
- Relevant Admin qualification would be advantageous
- Excellent Communication
- Attention to detail/ accuracy
- Time Management and good planning abilities
- Excellent Typing Skills
- Maintain a neat and well-groomed appearance as well as an attentive posture
- Must be able to work under pressure and have high energy levels
- Champion the Companys Purpose and Values
- Customer focused
- Maintain Confidentiality & show discretion in all aspects of the job.
- Represent the organisation in an ethical and professional manner.
- Adhere to company policies and procedures.
- Maintain and effect a complete knowledge of rules and regulations of the company.

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