Junior Receptionist

5 months ago

Johannesburg, South Africa Oxyon People Solutions Full time

Must be fluent in English and Afrikaans.

Responsible for the provision of an effective office administration and support function

  • Process and prepare memos, correspondence, travel vouchers, or other documents.
  • Perform administrative support tasks such as proofreading, transcribing handwritten information, and operating calculators or computers to work with pay records, invoices, balance sheets and other documents.
  • Assist Creditors with the collection of cheques and ensure all cheques collected are signed for
  • Examine computer printout by making sure people do not abuse facilities e.g. dialing unnecessary international calls etc. thus saving the company money
  • Ensure consumables such as stationery and refreshments are always in stock and available
  • Responsible for assisting employees and management with faxing, emailing and courier of documents and parcels
  • Ensures all consumables such as stationery, promotional products etc. are always in stock and available to the manager
  • Facilitates and co-ordinates information retrieval for multiple sources in order for the manager to compile necessary reports and statistical analysis
  • Responsible to take notes or dictation at meetings and to provide general administrative assistance during presentations and meetings
  • Responsible for the production of documents, briefing papers, presentation and reports

Responsible for the effective provision of a general front desk and reception function

  • Keep a current record of staff members' whereabouts and availability.
  • Perform duties such as taking care of plants and straightening magazines to maintain lobby or reception area.
  • Schedule space and equipment for special programmes and prepare lists of participants.
  • Collect, sort, distribute and prepare mail, messages and courier deliveries.
  • Provide information about establishment, such as location of departments or offices, employees within the organization, or services provided.
  • Analyze data to determine answers to questions from customers or members of the public.
  • Transmit information or documents to customers, using computer, mail, or facsimile machine.
  • Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.
  • Operate telephone switchboard to answer, screen and forward calls, providing information, taking messages and scheduling appointments.
  • Assist in the preparation of boardrooms for meetings ensuring appropriate equipment is available and accessible
  •  Assist in the arrangement of catering and refreshment requirements for meetings

Qualifications

  • National Certification - Office Administration
  • National Certification - Reception
  • Grade 12

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