Receptionist, Administrative​/Clerical

OVERALL PURPOSE OF JOB: The receptionist is responsible for providing secretarial, clerical and administrative support in order for the Willowbridge branch services are provided in an effective and efficient manner. To deliver friendly and efficient customer service

MAIN RESPONSIBILITIES/TASKS:

Manage Switchboard, receive direct and relay telephone calls and messages

Manage Reception

General Office Management

Administration

Maintain the general filing system and file of correspondence

Provide word-processing MS Office skills and secretarial support

Management of 3rd party cleaning staff

Management of daily access control on site

Be familiar with all security and equipment indicator panels in reception and alert the responsible persons

Ensure that all visitors to the site complete the visitors register and keep the records of these entries and highlight any irregularities

Issue removal permits for any equipment removed from the premises and file the records as well as updating the information electronically

Responsible of following the correct procedures of giving clients access to the site

Ensure the reception area, pause area and boardroom is presentable and clean

Manage the reservation and use of the boardrooms

When requested arrange refreshments for clients using the boardrooms

When clients are on site doing testing, make brochures of food ordering services available to them

Order food when required by clients while they are on site

Management of consumables, regular stock taking and ordering through the correct channels and following the correct procedures

Management of Office supplies, regular stock taking and ordering through the correct channels and following the correct procedures

Management of all crockery and cutlery, stock taking and counts to Branch Manager

Inventory control of the Medical Aid room and toiletries cupboard and pass the information to the

Branch Manager

Deploy any Company specific projects in line with company standards and in agreement with Manager

Logging of Service Desk calls

MINIMUM EDUCATION, QUALIFICATIONS, EXPERIENCE REQUIRED BY INCUMBENT:

Matric with Exemption.

Tertiary education, preferably in an office/reception procedures course

Minimum of 3 years in a similar position at a busy front office reception area

KNOWLEDGE, SKILLS and COMPETENCIES:

Answer all incoming calls and handle callers inquiries professionally

Re-direct calls as appropriate and take adequate messages when required

Greet, assist and or direct visitors/clients

General office administration and filing of documents

Creating and managing access control of clients or visitors

Management of office supplies and consumables count sheet update and to get the manager to authorise the needs identified

All ad-hoc administration duties in a timely manner

Filing of administration following the correct procedures

Ensure all Policies and Procedures are deployed throughout the area of responsibility

Ensure that all interactions are captured on the relevant system in the approved manner