Key Accountabilities / Principal Responsibilities Reception Effective reception services to support office operations Switchboard management Reception appearance and adherence to business etiquette Visitors and register management Courier management Management of deliveries and receiving Message taking Reception security Boardroom/s management and assist with setup Provide efficient and professional reception services to support client operations Respond to all calls in professional manner, ensuring professional image is projected always All telephone messages to be communicated to the intended person as promptly as possible Ensure confidentiality of privileged information at all times: Discretion to be applied when handing out information Any issues of a sensitive nature to be passed to relevant manager Ensure no personal or confidential information relating to staff / client to be to be telephonically or personally to any person Ensure no information regarding the Company financial status or client base to be telephonically or personally to any person Administration Forcelink to manage purchases Distribution of office publications Neatness of office printer areas Co-ordinating with shredding company Printer readings and ordering of toner cartridges & paper Ordering of office supplies and liaising with vendors Control of stationery cupboard Assist with archiving process Liaising with maintenance department Record keeping of moveable assets Privileged information Assist with basic filing Arrange flower/gift baskets. Assist with functions and events. Parking Arrangements Secretarial support Copy typing Source tender documents General secretarial services It should be noted that, for operational reasons, it may be necessary to perform tasks other than those described herein from time to time. Prescribed procedures may be amended by management as and when required. Key Skills and Experience Matric / Grade 12 Certificate Minimum of 2 years previous reception experience essential Computer literate (MS Office Word and Excel) Effective data capturing skills Excellent telephone etiquette Efficiently perform all filing duties Fluent in English Switchboard experience Time keeping Reception desk management People and Management Skill Excellent professional and interpersonal skills Customer service focus Amicable, engaging, approachable and friendly personality Ability to Function independently / self-driven Effective communication skills, both written and verbal Able to work under pressure Ability to prioritise tasks Integrity Confidentiality Able to keep track of and complete multiple tasks Proficient administration skills Confident Neat and precise Additional Responsibilities and Skills To have the ability to take on additional responsibilities and assist other managers with administrative duties as directed by Executive Assistant Key result areas Understand role of reporting to the business and client Understand role of managing own outputs are aligned with business requirements Understand interworking with various teams to ensure client financial compliances Understanding that feedback and communication is critical to success Additional Responsibilities and Skills The employee acknowledges that all duties performed will reflect on the client and will thus act in a professional manner at all times, as FMS is a service provider, all necessary steps need to be taken to ensure that the service has been delivered according to client requirements, and to prescribed service levels. Interested? Submit your CV now. All vacancies advertised by AFMS Group are in full adherence to South African labour legislation, including the Employment Equity Act, Labour Relations Act, and Basic Conditions of Employment Act. We strive to create an inclusive workplace that values diversity and welcomes applications from all qualified individuals, regardless of race, gender, disability, or any other protected characteristic. Our recruitment process is fair and equitable, focusing on the qualifications, skills, and experience that are relevant to each role. We ensure that all candidates are treated equally, and no discrimination will be tolerated. By submitting your application, you consent to the processing of your personal information in accordance with the Protection of Personal Information Act 2014 (POPIA) for recruitment and hiring purposes. If you have not received a response within 30 days of the closing date, please consider your application unsuccessful. However, your information may be retained for future opportunities unless you request otherwise.