Duties and responsibilities: Switchboard / Reception: Answer and address incoming phone calls in a timely and polite manner. Receiving visitors in a polite and professional manner - vlarify visitors needs and offer refreshments where appropriate. Also direct visitors to the correct person when neccessary. Manage queries and provide correct information to all customers and visitors. Screening of calls and forwarding calls to relevant personnel (all divisions). Screening of visitors and staff (including the recording temperature readings where necessary). Recording of messages / email messages accurately to relevant personnel. Report Telephone faults. Follow up until fault has been resolved. Provide solutions and support to the customer/ visitors using knowledge of company products and services. Manage difficult visitors and customers effectively. Ensure that someone is available at reception if you are carrying out a function in the office or on break. Dealing with tenants / customer queries and assisting when necessary. Handing out newsletters, memos and circulars to tenants. Sort and distribute incoming mail and prepare outgoing mail, also attend to courier packages/mail. Keep reception area clean and neat, incl maintaining and organising of reading material. Monitor people coming and going through the reception doors Be aware of and report suspicious activity. Clerical/Secretarial Support: Photocopy, scan, fax, collate and laminate documents (including pensioners cards) ad-hoc basis. Maintain equipment and report any faults/ malfunctions. Printing and providing meter readings for all office equipment (all divisions) Reporting faults of the printers and ordering of ink cartridges/toners. Ensuring that new toners are fitted into the machine. Maintain an adequate inventory of office supplies (Monitor, control and order office supplies including paper, toners, stamps, boxes, diaries, etc). Maintain the general filing system and file all correspondence accurately. Data capturing and submission of relevant reports to the operations teams (retail and restaurants: sales, daily reports, the company, refuses & store defaulters, etc) Ordering (with signed order notes) and distributing of office stationery (including various books) Update databases (Emergency Listing) on a monthly basis (Verify all tenants details) Placing lunch, coffee and refreshments orders Ordering of uniforms and issuing to staff (arranging dry cleaning as well) Arrange and manage Boardroom bookings, set up boardrooms for meetings (stationary, equipment, refreshments, etc) and ensure that the boardrooms are neat and tidy at all times. Obtain approval and place orders for all kitchen necessities (Refreshments, cleaning products tissues, teas, coffees, water, maintenance of water dispenser, etc) All Divisions - weekly. Log all call outs Ad-hoc Signing in all service providers and providing feedback to the relevant departments (Ad-hoc) Maintain key register, sign in/out and distribution of keys (incl those to service providers) -Ad-hoc Compile daily sales (retail) for submission to management Compile daily category stocktakes for submission to Management Update the companies ratios (for all stores) for submission to Management (daily and monthly) Produce price survey for submission to management Restaurant sales reports for submission to management Tuesdays: GPs and shrinkage submission Compile daily sales file for retail sales Compile restaurants daily sales file Daily sales report compile and send out on a daily and weekly basis Comparison capture pricelist weekly and send report out on a daily and weekly basis Renew online report Top 100 report weekly and monthly Price Comparison - report weekly Water and Electricity Financial Report Request for budgets for retail and Restaurants Prepare Financial and managers meeting files, Financials and Managers Packs (collect, print, photocopy and collate) Month-end sales submission to Executives Month-end GPs submission to Executives Property invoices - ensure there are order notes for all purchases made and match all invoices to their statements Monthly Turnover reports for submission to Executives (Restaurants and Retail) Reports for all stores to be filtered and audited Ensure that all supervisor cards are changed every 3 months Ensure that all phone codes are changed every 3 months Creating new store account cards Christmas Lunch planning and decorating of the office Printing, compiling of Christmas planning booklets and ordering files and books for the planning. Assist with the charge account, ensure that all till slips correspond with the monthly statement, breaking it down into vat and non-VAT products and submit to accounts for payments. Updating of Car Stats schedule on a daily basis and submitting a full report at month end. Long service awards Print and frame signed certificates (annually) Printing of training certificates for all stores (Annually) Requirements: Matric Computer Literate and especially proficient in Microsoft office Relevant Admin qualification would be advantageous Excellent Communication Attention to detail/ accuracy Time Management and good planning abilities Excellent Typing Skills Maintain a neat and well-groomed appearance as well as an attentive posture Must be able to work under pressure and have high energy levels Champion the Companys Purpose and Values Customer focused Maintain Confidentiality & show discretion in all aspects of the job. Represent the organisation in an ethical and professional manner. Adhere to company policies and procedures. Maintain and effect a complete knowledge of rules and regulations of the company.