Receptionist/Administrator

Purpose

To provide a professional and effective front-line telephonic and receptionist service to the Alrode office which includes calls and guests received. Assist with overflow administration where required. Be the face of the company for our clients and business associates.

Scope

· Manage the reception area.

· Answer all incoming telephone calls.

· Receive all guests for the Company.

· Provide assistance to guests and visiting employees from other countries.

· Manage meeting rooms such as board room bookings.

· Book travel and accommodation

· Manage minor maintenance and services for the offices.

Job brief

We are looking for a friendly and helpful Receptionist to assist with the management of our reception for our offices in Alrode. The ideal candidate will be personable and will have at least 2 years reception experience. The position requires courteous and respectful management of visitors, callers and employees. The Receptionist will be required to assist with various administrative tasks in addition to caller and visitor management.

Responsibilities

• Answer and direct telephone calls.
• Provide general support to visitors and guests.
• Manage the booking of meeting rooms, board rooms and training rooms.
• Maintain contact lists.
• Take accurate messages.
• Represent the company, be the face of the company from a visitor and caller perspective.
• Assist with general administration where required.
• Organize and schedule meetings and appointments.
• Produce and distribute correspondence such as letters, faxes and forms and notices when required.
• Order office supplies
• Book travel arrangements
• Ensure operation of equipment by completing preventative maintenance requirements, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques.
• Maintain supplies inventory by checking stock to determine inventory levels, anticipating needed supplies, placing and expediting orders for supplies, verifying receipt of supplies.
• Handle sensitive information in a confidential manner.
• Co-ordinate office procedures.
• Reply to email, telephonic and face-to-face enquiries.
• Develop and update administrative systems to ensure they are efficient.
• Resolve administrative problems.
• Adhoc duties from time to time

Requirements

• 2 years or more of relevant experience in reception or administrative role
• Customer service orientation (visitors and employees) – proactively developing customer relationships by making efforts to listen to and understand the customer; anticipating and providing solutions to customer needs; giving high priority to customer satisfaction.
• Judgement/problem solving – committing to an action after developing alternative courses of action that are based on logical assumptions and information and that take into consideration resources, constraints and organizational values.
• Communication - expressing ideas effectively; adjusting language or terminology to the characteristics and needs of the audience. Expressing ideas clearly in documents that have organization, structure, grammar, language and terminology adjusted to the characteristics and needs of the audience.
• Technical and professional knowledge – having achieved a satisfactory level of technical and professional skills/knowledge in job related areas: keeping abreast of current developments and trends in areas of expertise.
• Fluent in English, additional languages an advantage (African & Indian)
• Computer literacy – job-related software application proficiency

Values

• Compassionate, demonstrate positive regard and empathy, getting actively involved in the improvement of the wellbeing of individuals.
• Commitment to excellence, setting high standards of performance for self, subordinates, others and the organization. Being dissatisfied with average performance, self-imposing standards of excellence
• Teamwork and collaboration, working effectively with team or peers to accomplish organizational goals.
• High integrity - maintaining and promoting social, ethical, and organizational norms in conducting internal and external business activities.

Pay: R8 000,00 - R12 000,00 per month

Education:

• High School (matric) (Preferred)

Experience:

• Reception & Administration: 2 years (Required)
• MS Office: 2 years (Required)

Language:

• English (Required)

License/Certification:

• Drivers license (Preferred)

Work Location: In person