Receptionist

2 weeks ago

Johannesburg, South Africa Pinsent Masons Full time

**Department**:Facilities

**Location**:Johannesburg, South Africa

**Job Title**:Receptionist - 6 month Contract

**Work days: Monday to Friday
**Reports to: Office Manager**

**Responsible for**:N/A

**INDIVIDUAL DAILY DUTIES AND RESPONSIBILITIES**

**Reception**
- Meet and greet clients and staff in a professional manner
- Answer telephone calls and relaying accurate messages as required
- Arrange courier deliveries on request and maintain appropriate records
- Ensure prompt collection of packages and deliveries from Reception
- Inspect meeting rooms against agreed checklist after every meeting
- Monitor housekeeping standards and ensure that all client areas are kept tidy and presentable
- Upkeep of incoming and outgoing mail and courier consignment
- Monitoring and ordering of stationery, cleaning items as well as refreshments for the firm.
- Dealing with any invoices relating to Reception
- Order catering supplies for meeting room service and ensure appropriate stock always held.
- Order external catering services where required and liaise with caterers re requirements.
- Issue temporary visitors' access passes for the office and the building

**Switchboard**
- Answer all calls, both internal and external, and direct them to the appropriate person. All calls should be answered within 3 rings where possible.

**Meeting Room Booking**
- Book all meetings using the Meeting Manager software, Condeco.
- Ensure all catering requirements are captured on the booking system and necessary arrangements are made for catering as and when necessary.

**General**
- Adhere to all firm wide policies and procedures.
- Be conversant with the firms Health & Safety, Evacuation and Business Continuity Plan policies.
- Managing first aid kit at reception and in the office by ensuring monthly checks and stock levels are in order
- Ability to identify any Health & Safety risks.

**Person Specification**

**Relevant Experience**
- 3-5 years in a similar reception role
- Relevant experience of working in Business Operations within a similar professional services environment
- Experienced in a customer service/partnering environment; highly customer-focused

**Key Skills**
- Ability to work both as part of a team and unsupervised
- Ability to work independently and effectively manage high volumes of work with good management skills
- Good communication skills
- Good level of English language essential.
- Capable of establishing immediate rapport.
- Ability to handle conflicting demands and/or challenging pressures for resources.
- Capable of working autonomously but also operating within a team environment.
- Proven organisational skills.
- Computer literate - Knowledge on Microsoft Office Suite
- Commitment to delivering a high level of customer service.

**Personal Qualities / Behaviours**
- Smart, corporate appearance.
- Proactive, with a keen eye for detail.
- Flexible in both attitude and in daily hours of work.
- Highly motivated with a can-do approach towards all given tasks.
- Understanding of privacy and confidentiality.
- Client focused.
- Team Player.
- Self-starter and able to work on own initiative.

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