Receptionist, Administrative​/Clerical

Receptionist

An exciting opportunity exists in the Facilities team in the Cape Town office for a Receptionist. The individual will be required to pro-actively assist the department with the execution of frontline and administrative tasks. The ideal candidate needs to be a mature, proactive, hardworking, self-starter with excellent interpersonal and organisational skills and the ability to work independently with minimal supervision.

Education and experience

• Matric

• Secretarial/Customer Service/Call Centre/Office Administration diploma or certificate would be advantageous

• 2+years' experience in a receptionist or administrative role, preferably in a professional services environment.

Key Functions

The responsibilities of the position include but are not limited to:

• Answering & screening all incoming calls & diverting them to the correct person/department and taking messages of unanswered calls.

• Handling reception related complaints.

• Assist with the Stellenbosch office incoming calls when required.

• Assist at the Stellenbosch office when the Stellenbosch receptionist is on leave.

• Provide directions to the office, redirect people who have arrived at the wrong address and redirect documents to relevant departments.

• Provide basic and accurate information in person and via the telephone.

• Receipt of all documents served to CDH and scanning/sending them to the relevant people – ensuring that all incoming & outgoing documents get sent to and are received by the correct person.

• Following up on all uncollected documents and parcels.

• Welcoming and accompanying clients to the lifts.

• Book meeting rooms, accommodate last-minute boardroom requests and record the information on the Outlook Boardroom Calendar.

• Managing the reception area to ensure that refreshments and drinks are served to clients.

• Ensure that meeting rooms and bathrooms are maintained in a clean and hygienic manner and have the necessary amenities.

• Ensure that all maintenance is done as and when required in boardrooms and at reception and reporting back to the Building and Maintenance team.

• Setting up of rooms according to required specs and setting up calls before the meetings start.

• Monitoring cleaners to ensure the meeting rooms are always kept neat.

• Checking that all technical equipment is in working order (phones, recording devices, virtual meetings, etc.).

• Assisting with setting up Presentations, Teleconferences and TEAMS.

• Communicate with IT for assistance on IT-related requirements.

• Sending lunch emails to Fee Earners and sharing confirmation list with caterers for catering purposes.

• Follow up on all non-responses for the lunch list to ensure we provide the caterers with the correct information.

• Liaise with the tea ladies for the arrangement and preparation of all functions and events.

• Ensuring that catering is delivered on time and at the required standard.

• Assist with catering requests and menus for functions.

• Client Liaison – arrange shuttles or transfers to and from the office upon request.

• Assisting with functions and events hosted by CDH.

• Ordering of flowers & hampers for the firm as per the policy and for individuals that work at CDH.

• Stock take of crockery and cutlery and technical equipment.

• Compile Commissioner of Oaths and Notary documents and contact the Commissioners for clients.

• Update internal contact lists.

• Correspondence with secretaries to get the authorisation and paperwork to support the catering orders that were placed for meetings.

• Auditing the charges received from the caterers for all catering orders to ensure that there are no errors.

• Submitting the catering request forms authorising the chargers and where they should be allocated to, to the Finance department.

• Ordering stationery for boardrooms, meetings and use at the reception.

• Communication with clients or employees about any issues that security might raise regarding parking.

• Assisting with finding first aiders when required.

• Printing of documents for clients.

Knowledge, Skills and Attributes

• Excellent customer service skills

• Good interpersonal and communications skills

• Attention to detail

• Multi-tasking and time management skills

• Professionalism

• Problem Solving Skills

• Teamwork