Receptionist - Cape Town, Western Cape Main Job Purpose: To handle all first encounter interaction (face-to-face and telephonic) with all stakeholders, employees and visitors.
To support the Senior Personal Assistant and administration team with workflow relating to all the Groups Business Unit's.
Requirements: Must have a Drivers Licence and Own vehicle essential.
Minimum 3 - 5 years' experience in reception/admin support role is required.
Must be fluent both verbal and written in Afrikaans and English.
Intermediate to Advance skills in Microsoft Office which includes, Microsoft Excel, Word and Power Point.
Deadline driven and team orientated individual.
Excellent organization and planning skills required.
Attention to detail – timely and accurate information/reporting essential.
Excellent interpersonal skills required.
Ability to work and perform under pressure.
Ability to complete multiple tasks/projects with minimal supervision.
Positive attitude and professional demeanor.
Must be able to work with confidential information.
Main Responsibilities: Greet and welcome all guests as soon as they arrive at the office.
Direct visitors to the appropriate person/employee and office.
Answer, screen and forward incoming phone calls and emails.
Assist with accurate daily communication to Sales, Admin and Management Departments.
Ensure reception area is tidy and presentable.
Daily monitoring and managing of Admin display systems i.e.
DSTV and CCTV System.
Maintain office security by following safety procedures and controlling access via the reception desk (which include front and back door access to office).
Scheduling of services of office equipment that can include (but not limited to): printers, copiers, aircons, CCTV cameras, fridges, DSTV decoders.
Obtain pre-authorization from Business Department Financial Manager.
Support and assist Senior Personal Assistant.
Scheduling and managing of courier services after obtaining pre-authorization from Business Department Financial Manager.
Update Microsoft 365 calendars and schedule meetings as requested by Senior Personal Assistant.
Daily update to be sent to Senior Personal Assistant.
Arrange travel and accommodation requirements which include (but are not limited to): flights, car hire, online boarding, accommodation and prepare all travel packs.
Managing and ordering of all office supplies including groceries, stationary, cartridges, water, daily and monthly recons to be conducted.
Pre-authorization to be obtained by Business Department Financial Manager.
Keep updated records of all office expenses and costs and monthly reconciliation to be submitted to Business Department Financial Manager.
Perform other clerical duties as per requested from Senior Personal Assistant.
Keep schedule of Maintenance Department' outstanding and completed responsibilities and reporting on a weekly basis to HR Department and Senior Personal Assistant.
Manage booking of meeting rooms, organize cleaning of facility, arrange refreshments, beverages and lunches for all meetings, when required by Senior Personal Assistant.
Assist with marketing and other related events i.e.
promotions & producer days as per requested by Senior Personal Assistant.
Assist with all presentations for meetings with employees, producers and buyers as per requested by Senior Personal Assistant.
Manage and control Corporate Clothing, ordering and issue, daily and monthly stock reconciliation.
Assist with all admin departments when employees are on leave.
Assist with all ad hoc duties as requested from Senior Personal Assistant.
Interpersonal and influencing skills: Self-confident, determined and sets a positive example.
Healthy, positive mind-set.
Communicates in a clear logical style (Both oral and writing).
Has the ability to win respect and influence others by own behavior.
Has a positive approach and demonstrates high professional standards when carrying out work.
Confident and professional telephone manner.
Please note only candidates with the required experience will be contacted and considered.
If you are not contacted within 14 days, kindly consider your application unsuccessful.
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