Receptionist

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.