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Receptionist

3 weeks ago

Randburg, South Africa INTERCONNECT SYSTEMS Full time

**SUMMARY OF POSITION**

The Receptionist will be responsible for providing general office support with a variety of secretarial activities and related tasks. He/she will be responsible for answering incoming calls, directing calls to appropriate associates, mail distribution, flow of correspondence, requisition of supplies as well as additional office duties.

**ROLES AND RESPONSIBILITIES**
- **Switchboard Operator**
- Manage the switchboard, screening and routing calls to the relevant person
- Report faulty telephone equipment and line faults to the IT Manager / Admin Manager
- Review and update the Company’s contact list and telephone extensions on a monthly basis
- **General Administrative and Office Support**
- Knowledge of staff movements in and out of the Company
- Receiving and checking deliveries and informing the relevant person
- Open, stamp and distribute mail
- Receive incoming courier packages and liaising with the Courier Company to collect outgoing packing
- Provide and order stationery and maintain an adequate stock level
- Managing boardroom bookings
- Update the telephone list monthly
- Orders and distributes business cards for the Branches
- Orders office supplies
- Creating a Google sheet for all the branches to update the waybill listing and the items that were couriered
- Balancing the Globe Flight sheet and sending it to the relevant person
- Ensure the reception area is kept clean and tidy at all times
- Complete GRN’s and send to Creditors
- Monitor the Cleaning Ladies when required
- **Client Relations**
- Greet and welcome visitors in a professional manner
- Inform the relevant employee that their visitor has arrived
- Organising refreshments for meetings
- **Health, Safety, Quality and Environmental Responsibilities**
- Report any deviations that could lead to an accident
- Participate in Safety Training to improve safety standards
- Report incidents and accidents before the end of a shift
- Adhere to the Company's Health and Safety policy and procedure
- Look after your own safety and that of other employees
- Ensure that the SHEQ Management System requirements are met towards customer, internal, ISO, regulatory / legal requirements.
- Manage and perform all internal processes, especially those that affect the quality of the Organization's products.
- Work with Customers, Collogues and Contractors towards continual improvement of the Management system and report the need for improvement to Management.
- Keep up standards and regulations with respect to Products and Services.
- **Any other reasonable duties and responsibilities in line with your capabilities and at the request of your Superior**

**JOB REQUIREMENTS**
- Minimum of Grade 12 or equivalent
- Minimum of 2 years’ experience as a Receptionist
- An Office Administration /Secretarial Qualification would be advantageous
- Proficient in MS Office and SYSPRO
- Must have extensive experience with Customer Service
- Must have excellent verbal and written communication in English

**BEHAVIOURAL REQUIREMENTS**
- Must be able to work independently as well as in a team
- Must be able to follow instructions
- Must have excellent organisational, planning, multitasking and administrative skills
- Must have excellent planning abilities
- Must be able to prioritise jobs, perform under pressure and meet deadlines
- Must be able to manage time efficiently and effectively
- Must have exceptional attention to detail, be results and detail driven, and goal orientated
- Must be logical, methodical and proficient
- Must be willing to take on new responsibilities and challenges
- Must consistently maintain a high level of integrity, honesty and reliability
- Must have exceptional Customer service skills and display professionalism at all times
- Must be dressed professionally at all times
- Must conduct him/herself in the appropriate manner and show respect towards the Company, Clients, Suppliers, Contractors and fellow employees
- Must have excellent interpersonal and communication skills

**Job Types**: Full-time, Temporary
Contract length: 6 months

**Experience**:

- Receptionist: 3 years (required)
- Administration: 2 years (required)