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Assistant Receptionist

3 weeks ago

Stellenbosch Western Cape, South Africa Vine Full time

Our client in Stellenbosch is looking to appoint a Assistant Receptionist / Administrator clerk to join their team.

**PURPOSE OF THE POSITION**
The Assistant Receptionist is responsible for providing secretarial, clerical and administrative support
in order to ensure that services are provided in an effective and efficient manner, and that customer
orders are accurately processed.

**MINIMUM QUALIFICATIONS (education, experience, skills)**
High School Diploma.
Computer Training in MS Word, MS Excel, and MS Outlook.
1 year of experience (paid or volunteer) performing duties related to office or clerical support

**NECESSARY SKILLS AND KNOWLEDGE**
Ability to work independently and perform clerical assignments with moderate direction and
speed.
Bi-lingual - English and Afrikaans.
Working knowledge of business practices, correspondence and typing formats, including
correct English grammar, spelling, and punctuation.
Working knowledge of filing and record keeping systems.
Ability to recognize differences among data, facts, objects, or material.
Ability to compare data from two or more sources for accuracy and completeness.
Ability to operate office equipment.
Ability to greet visitors, answer the phone and answer or refer incoming inquiries from the
public.
Ability to perform complex data entry tasks.
Working knowledge of MS Office Suite software and the use of computer systems.
Ability to follow oral and written instructions.

**RESPONSIBILITIES**

**1. Provide office support services in order to ensure efficiency and effectiveness within the office**:

- Receive, direct and relay telephone messages and fax messages.
- Maintain general filing system for customer sales and file certain correspondence.
- Assist in the planning and preparation of meetings.
- Maintain an adequate inventory of office supplies.
- Respond to public inquiries and refer them to appropriate staff.
- Provide word-processing and secretarial support.

**2. Perform clerical duties in order to ensure customer satisfaction**:

- Maintain a current and accurate filing system for customer data base and orders.
- Process and invoice customer orders.
- Monitor the use of certain supplies and equipment.
- Coordinate the repair and maintenance of office equipment.

**3. Performs receptionist functions**:

- Answer incoming calls and handle caller’s inquiries whenever possible professionally
- Re-direct calls as appropriate and take adequate messages when required.
- Greet, assist and/or direct clients and visitors.
- Support management, representatives, trainers and other staff.

**4. Support the Director and other staff**:

- Assist the management and other staff as requested.
- Provide administrative services for management.

**5. Perform other related duties as required