JOB DESCRIPTION FOR ADMINISTRATOR (RECEPTIONIST) Receptionist:Delegating walk-in/phone-in clients to the correct departmentSwitchboardReceiving calls and transferring to the correct personTaking messages if staff are not available to take callsCorrespondenceReceiving incoming faxes and forwarding them to the correct personPurchasingOrdering stationery from HO (Head Office), i.e., contract book, etc.Stationery requisitions, i.e., pens, paper, etc. locallyGeneral grocery requisitions, i.e., coffee, tea, sugar, and milkAny other purchases as requested from time to time:Obtaining quotations from suppliersCreating/requesting requisitionsObtaining POs from Procurement (HO)Placing orders with suppliersCombining supplier invoices and POs after receiving and checking the goodsHanding over to the person receipting in the branch (Supervisor)Filing:Preparing the individual filePlacing the relevant documentation in the fileFiling alphabetically according to the Debtor CodeFinance:BankingDaily bankingPosting the banking on the Q-DriveOther:Ad hoc responsibilitiesSales:Receiving leads (phone calls/walk-in clients)Completing paperwork regarding leads (manual method)Capturing leads on Listener (same day)Capturing leads on Rep/Consultant individual pages – Q-driveCapturing leads on Sales Managers page – Q-driveCommunicating lead info to sales consultants via Listener, 1 SMS, and 2 E-mailsDrawing previous day's leads from Listener, dividing between consultants, and following normal lead processDaily reporting – Sales Activity Report at 16h00 to all the relevant staffWednesday morning – sending reminders to all consultants to update feedback on their individual pages on Q-driveThursday mornings – actioning consultant instructions on Listener (i.e., closing leads, etc.)Tuesday and Friday mornings – updating self-generated leadsAssisting with TelesalesClient Queries:Assisting walk-in clients with queries and liaising with HO (Sales)
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