Receptionist

We are looking for a friendly, professional and organised Receptionist to join our Property Management team. As the first point of contact for our clients and visitors, you will play an important role in creating a positive and professional experience.

Location: First Floor, Wrigley Field, The Campus, Corner of Main & Sloane Street, Bryanston & Remote Work on Non-Office Days (Must have reliable backup electricity & internet)

Salary: R12,500 – R16,000

Benefits: Pension Fund

South African Citizens Only

The Receptionist is responsible for taking and transferring incoming calls to staff members, taking messages where needed, as well as receiving and announcing all guests to the company.

The Receptionist reports to the HR Manager, and is responsible for the front office area, taking all incoming calls and transferring them to the relevant party, taking messages for staff members as required, receiving and announcing all visitors to the company, and taking general queries and assisting with basic queries from the public. These responsibilities may include assisting the cleaners with serving refreshments to visitors and sorting incoming mail. The Receptionist is also responsible for coordinating the company meeting rooms by maintaining a diary of scheduled activities.

RESPONSIBILITIES

• FRONT OFFICE/ RECEPTION

• Maintaining a safe and clean Reception Area

• Ensuring the Reception Desk is manned at all times

• Ensuring a proper hand- over of information is done when relief staff take over

• Ensuring availability of water and glasses for Reception water cooler

• INCOMING CALLS

• Answering incoming calls within three rings

• Transferring calls to correct departments/ staff member

• Taking messages when staff members are unavailable, and distributing these via email

• Maintaining Reception equipment by following manufacturer’s standards, and reporting any problems to the relevant responsible party

• Keeping up to date with any changes to switchboard systems/ processes, as amended from time to time

• Informing relevant parties of any problems experienced with Switchboard system, as well as providing feedback with regards to general efficacy of system , as amended from time to time

• VISITORS

• Greeting and receiving visitors to the company

• Announcing visitors to relevant staff members

• Monitoring visitor access and maintaining security awareness

• Ensuring that visitors are made comfortable while waiting and offered refreshments

• QUERIES

• Answering general queries from members of the public about the company, including guiding clients to AOL for self-help functions

• Referring queries to correct department/ staff member where relevant

• MEETING ROOMS

• Maintaining the boardroom diary/ calendar

• Ensuring boardroom is tidied after meetings, and kept ready for the next meeting

• Ensuring windows are closed, and TV/ PC shut down by the end of each day

• OFFICE MAINTENANCE

• Sending of attendance list

• Monitoring operation of wall clocks and replacing batteries as needed. Updating date clock in Reception

• Monitor/ issue and order company stationery

• Reporting of any access/ access card issues experienced by staff

• Reporting of any electrical/ plumbing issues- flickering/ dead lights, aircons not working, no water etc

• Fixing door notices when office is closed

• GENERAL

• Monitoring and forwarding of items in the general inbox

• Controlling and issuing of documents for collection by clients

• Departmental filing, photocopying and/ or scanning as appropriate

• Departmental stationery and company binding as per request

• Receiving, sorting and distributing of company mail

• Daily attendance register

• Any task/ duty as reasonably assigned by management

• MINIMUM QUALIFICATION

• The applicant must have completed a minimum of Grade 12/ Standard 10 (Matric) and have an excellent command of English as written and spoken language. The applicant must be professional and presentable at all times.

• KNOWLEDGE, SKILLS AND ABILITIES The applicant must have proficient knowledge in the following areas:

• Ability to establish and maintain a positive and professional relationships with colleagues, clients and visitors

• Cultural sensitivity

• Ability to relate well and effectively with others

The applicant must demonstrate the following skills:

• Excellent interpersonal skills
• Effective verbal and listening communication skills
• Attention to detail and high level of accuracy
• Effective organizational skills
• Effective written communication skills
• Computer literacy in MS Office
• Time management
• Flexibility

The applicant must demonstrate the following personal attributes:

• Maintaining strict confidentiality

• Be honest and trustworthy

• Demonstrate sound work ethics

• Be flexible

• Patience and empathy

• WORKING CONDITIONS

• The applicant will be based in an open plan office or working remotely as per company specifications and schedules and will be faced with constant interruptions from different role players. The applicant will be required to deal with a wide variety of personalities on various matters.

• The applicant will be required to maintain work interest in a generally routine function. The above statements are intended to describe the general nature and level of work being performed by the applicant of this position. They are not intended to be an exhaustives list of all duties and responsibilities required of the position.