About this role
Job title: Receptionist
Job Details
Division Botswana
Minimum experience Entry Level
Company primary industry Hospitality
Job functional area Administrative
Job Description
- Purpose of the Role
1.1. To provide a professional frontline service to the site by receiving guests and answering telephone calls in a professional manner. 1.2. To provide administrative support.
- Key Responsibilities 2.1. Reception Area Maintenance
- Maintain the cleanliness of the reception area and ensure aesthetic appeal and accessibility of facilities.
- Ensure relevant safety and security signs and notices are visible, up to date and clean.
- Receive and redirect visitors accordingly.
- Answer the telephone and redirect calls accordingly
2.2. Visitor and Client Attendance and Liaison
- Receive and welcome visitors and attend to them in professional manner.
- Uphold and ensure that a positive Company image is projected to visitors.
- Attend to visitors’ queries and refer to a relevant person if necessary.
- Ensure visitors sign the register and instruct them to wait in reception until collected by the person being visited.
2.3. Administration of Registers Schedules
- Distribute work schedules.
- Track, record and reconcile man-day and staff attendance and work schedules.
- Compile reports on irregularities that may have been picked up in attendance reports and highlight it to management.
- Compile reports for the HR department on:
- scheduled work hours completed by staff
- overtime
- absenteeism
- headcount.
2.4. Secretarial Support
- File, scan and fax documentation.
- Arrange refreshments for meetings.
- Coordinate functions and related arrangements for management.
- Deal with general staff queries and forward more serious concerns to HR.
- Type and circulate memos and correspondence on request of managers.
- Distribute documents and schedules.
2.5. Effective Teamwork and Self-Management
- Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritising, and selfdevelopment.
- Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.
- Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
- Manage colleagues’ expectations and communicate appropriately.
- Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.
KNOWLEDGE/COMPETENCE What skills, knowledge, and/or attributes are necessary to perform the role?
- Knowledge
- Record keeping
- Customer service
- General HR principles and practices
- Skills
- Telephone etiquette
- Verbal and written communication
- Computer literacy
- Interpersonal
- Administration
- Attributes
- Integrity
- Tolerant of stress and pressure
- Proactive
- Attention to detail
- Deadline driven
- People orientated
- Able to interact at all levels of the organisation
- Able to prioritise
QUALIFICATION ANDEXPERIENCE
- Grade 12 or relevant customer service qualification
- 3 years’ experience in a reception or customer service-related environment