ROLE DESCRIPTION:
The Receptionist is a vital part of the organisation and the core duty is to operate a multi-line telephone system, to answer incoming calls; screens calls and direct callers to appropriate personnel; receive and greet visitors and completes a variety of administrative duties.
DUTIES AND DAILY RESPONSIBILITIES:
- Greet and welcome visitors, determine nature of business, and announces visitors to appropriate personnel.
- Monitors visitor access and issues parking passes when required.
- Manages switchboard. Answers incoming telephone calls, determines purpose of calls, and directs calls to appropriate personnel or department.
- Ensure reception area is always neat and tidy.
- Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.
- Retrieve messages from voice mail and forward to appropriate personnel.
- Answer questions about organisation and provides callers with address, directions and other information.
- Manage calendars for Boardrooms and meeting rooms. Co-ordination of meetings and conference calls.
- Advise tea lady if or what refreshments are required for visitors.
- Ensure boardroom is left tidy immediately after each meeting.
- Receive suppliers and inform support staff.
- Receive, sort and route mail.
- Retrieve and route all incoming faxes.
- Order, receive, and maintain office stationery supplies.
- Create and print fax cover sheets, memos, correspondence, reports, and other documents.
- Perform any other admin / ad hoc related duties requested by the Office Facilities Manager (e.g. post, courier documents, filing, etc)
- Assist the Head: Office & Facilities Manager with any ad-hoc and administrative duties / requests.
- Handling of confidential documents.
- Print rooms – monitor and maintain stock levels such as printing paper.
- Process online groceries orders, ordering of gift vouchers, ordering of flowers.
- Provide finance with invoices and statements where necessary.
ROLE QUALIFICATIONS AND EXPERIENCE:
- Matric or equivalent
- Minimum of 2 years’ experience in a similar position
- Ms Office
- Internet Search Engines
COMPETENCIES REQUIRED:
- Excellent interpersonal skills and acute attention to detail essential.
- Must be able to operate in result driven-environment and be a team player.
- Customer services focus both internally and externally and ensuring good interpersonal relationships.
- Accuracy in execution and reliability in meeting set deadlines.
- Set priorities and uses organisation and administration skills.
- Good communicator (oral & written) and can work independently.
- Ability to multi-task.