Serve visitors by greeting, welcoming, and directing them appropriately; notifies company personnel of visitor arrival; maintains security and telecommunications system. Provide office admin and support to ensure organisational effectiveness and efficiency
Closing date: 21 June 2024
Location: Western Cape
Key Accountabilities/ Principle 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
- Managing purchase order book
- 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 Arrangement
- 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
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
