Functieomschrijving 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 Requirements MINIMUM 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