Receptionist

2 months ago

Port Elizabeth, South Africa Hire Resolve Full time

Hire Resolve's Client is looking for a dedicated and professional Receptionist to join their dynamic team. As the Receptionist, you will be the first point of contact for our clients and visitors, responsible for creating a welcoming atmosphere while performing various administrative tasks.

Your role will be essential in ensuring that our office runs smoothly and efficiently, contributing to our mission of delivering top-notch services in the recruitment sector.

Responsibilities
  • Welcome and greet visitors professionally.
  • Answer incoming calls and direct them to the appropriate personnel.
  • Manage the reception area, ensuring it remains tidy and inviting.
  • Good knowledge of GMP’s / HACCP / FSSC 22000 regulatory requirements, housekeeping, and health and safety
  • Numerical and analytical skills.
  • Schedule and manage appointments and meetings.
  • Handle incoming and outgoing mail and deliveries.
  • Assist with various administrative tasks, including filing and documentation.
  • Maintain office supplies inventory and order supplies as necessary.
  • Provide exceptional customer service to clients and staff.
  • Ensure the confidentiality and security of information.

Telephone and Visitor Management:

  • Answer, direct, and forward telephone calls, ensuring detailed messages are taken when necessary.
  • Welcome, assist, and guide visitors and contractors to the appropriate department or staff member.
  • Conduct visitor/contractor screening before they access reception, prioritizing safety for the company and its employees.
  • Announce all visitors before escorting them to the appropriate staff or department.
  • Ensure visitors and contractors comply with PPE requirements and adhere to company policies and procedures.

Administrative Responsibilities:

  • Distribute print materials or copies to the appropriate department.
  • Manage visitor/contractor logs and questionnaires, reporting any discrepancies to management.
  • Handle mail collection and delivery.
  • Assist in organizing and preparing for meetings, conferences, and conference calls.
  • Prepare refreshments and meals for meetings.
  • Arrange car hire and coordinate transportation for international visitors.
  • Address public inquiries.
  • Organize repair services for office equipment.
  • Monitor, order, and distribute office supplies, kitchen items, and hygiene products.
  • Maintain the cleanliness and organization of the front office, server room, and storage areas.
  • Provide assistance with kitchen housekeeping when necessary.

Employee Management:

  • Manage employee access to the UNIS system for clocking in and out.
  • Coordinate annual medical checks and police clearances for new employees.
  • Assist the accounting department with supplier invoice processing for month-end.
  • Maintain the skills matrix and employee training records.
  • Organize and maintain filing systems for customers and suppliers.

Support Services:

  • Offer word processing and secretarial support to all departments.
  • Assist with maintaining the BEE certificate file by requesting updated or new supplier certificates.
  • Provide administrative support to Directors, Managers, Supervisors, and staff as needed.
  • Perform additional related tasks as required.

Requirements

  • Grade 12 or NQF level 4 qualification.
  • Higher National Diploma or National Diploma (advantageous).
  • 5 years working experience.
  • Proven experience as a Receptionist or in a similar administrative role.
  • High school diploma or equivalent; additional certification in Office Administration is a plus.
  • Proficient in Microsoft Office Suite (Word, Excel, Outlook).
  • Good written and communication skills in English / Afrikaans
  • Strong organizational skills and attention to detail.
  • Ability to multitask and prioritize effectively.
  • Professional appearance and demeanor.
  • Prior experience in a recruitment agency is an advantage.

Other Requirements:

  • Willingness to learn all applicable food safety requirements and company policies.
  • Able to work overtime when needed

Benefits

  • Salary: negotiable

 

Contact Hire Resolve for your next career-changing move.

  • Salary: negotiable
  • Apply for this role today on LinkedIn, or contact Kay-Leen Recruiter at Hire Resolve
  • You can also visit the Hire Resolve website: hireresolve.us or email us your CV: logistics@rpo-recruit.za.com

We will contact you telephonically in 3 days should you be suitable for this vacancy. If you are not suitable, we will put your CV on file and contact you regarding any future vacancies that arise.

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