Receptionist
Found in: Talent ZA C2 - 3 weeks ago
OVERALL PURPOSE OF JOB: The receptionist is responsible for providing secretarial, clerical and administrative support in order for the Willowbridge branch services are provided in an effective and efficient manner. To deliver friendly and efficient customer service
MAIN RESPONSIBILITIES/TASKS:
Manage Switchboard, receive direct and relay telephone calls and messages
Manage Reception
General Office Management
Administration
Maintain the general filing system and file of correspondence
Provide word-processing MS Office skills and secretarial support
Management of 3rd party cleaning staff
Management of daily access control on site
Be familiar with all security and equipment indicator panels in reception and alert the responsible persons
Ensure that all visitors to the site complete the visitors register and keep the records of these entries and highlight any irregularities
Issue removal permits for any equipment removed from the premises and file the records as well as updating the information electronically
Responsible of following the correct procedures of giving clients access to the site
Ensure the reception area, pause area and boardroom is presentable and clean
Manage the reservation and use of the boardrooms
When requested arrange refreshments for clients using the boardrooms
When clients are on site doing testing, make brochures of food ordering services available to them
Order food when required by clients while they are on site
Management of consumables, regular stock taking and ordering through the correct channels and following the correct procedures
Management of Office supplies, regular stock taking and ordering through the correct channels and following the correct procedures
Management of all crockery and cutlery, stock taking and counts to Branch Manager
Inventory control of the Medical Aid room and toiletries cupboard and pass the information to the
Branch Manager
Deploy any Company specific projects in line with company standards and in agreement with Manager
Logging of ServiceDesk calls
RequirementsMINIMUM EDUCATION, QUALIFICATIONS, EXPERIENCE REQUIRED BY INCUMBENT:
Matric with Exemption.
Tertiary education, preferably in an office/reception procedures course
Minimum of 3 years in a similar position at a busy front office reception area
KNOWLEDGE, SKILLS and COMPETENCIES:
Answer all incoming calls and handle callers inquiries professionally
Re-direct calls as appropriate and take adequate messages when required
Greet, assist and or direct visitors/clients
General office administration and filing of documents
Creating and managing access control of clients or visitors
Management of office supplies and consumables count sheet update and to get the manager to authorise the needs identified
All ad-hoc administration duties in a timely manner
Filing of administration following the correct procedures
Ensure all Policies and Procedures are deployed throughout the area of responsibility
Ensure that all interactions are captured on the relevant system in the approved manner
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