Front Desk Receptionist

SUMMARY OF POSITION

The Receptionist will be responsible for providing general office support with a variety of secretarial activities and related tasks. He/she will be accountable for answering incoming calls, directing calls to appropriate associates, mail distribution, flow of correspondence, requisition of supplies as well as additional office duties. She/he is also responsible for cleaning and maintaining all the public and private spaces within the Company. This includes, but is not limited to stocking supplies, mopping, surface cleaning, dusting and bathroom services.

ROLES AND RESPONSIBILITIES

• Switchboard Operator

• Manage the switchboard, screening and routing calls to the relevant person

• Take and convey messages to the relevant person via phone or email

• Report faulty telephone equipment and line faults to the IT Manager / Admin Manager

• Deal with queries from Customers both telephonically and face to face

• General Administrative and Office Support

• Has knowledge of the staff movement in and out of the Branch

• Maintain an effective filing system

• Prepare letters, documents and schedule appointments

• General admin and clerical support

• Capturing and managing time and travel on Syspro and Worklog

• Open, stamp and distribute mail

• Receive incoming courier packages and liaising with the Courier Company to collect outgoing packing

• Provide and order stationery and maintain an adequate stock level

• Update the waybill listing and the items that were couriered

• Ensure the reception area is kept clean and tidy at all times

• Sending and receiving faxes

• Client Relations

• Greet and welcome visitors in a professional manner

• Inform the relevant employee that their visitor has arrived

• Organising refreshments for meetings

• Entrance / Reception Area and Offices

• Remove rubbish from bins and empty all shredders

• Vacuum all carpets, mats chairs and couches and mop all hard floors with disinfectant

• Dust pictures, tables, filing cabinets, desks, window sills and any other flat surface

• Dust all horizontal surfaces of desks, chairs, tables and other furniture

• Damp wipe all horizontal surfaces, telephones, printers and computers with disinfectant

• Remove cobwebs from front entry and immediate surrounding areas

• Remove fingerprints and marks from around light switches and door frames

• Clean glass doors inside and out and spot clean all the glass

• Polish all brass and bright work (including strip on entrance floor)

• Spot clean walls and painted surface

• Collect all rubbish, papers, bottles etc. from the front entrance and between buildings

• Ensure all areas are clean and arranged in a tidy fashion prior to leaving

• Restrooms

• Stock toilet tissue, hand towels and hand soap

• Empty rubbish bins and sanitary bins, wipe bins and replace bin liners as required

• Clean and polish mirrors

• Mop clean restroom floors with disinfectant

• Wipe hand towel cabinet covers/hand dryers and door handles

• Toilets and urinals to be cleaned and disinfected and wiped dry daily

• Clean, sanitise and polish all basins and remove splash marks from walls around basins

• Dust partitions, tops of mirrors and frames

• Replenish supplies in restrooms

• Kitchens

• Remove rubbish and replace bin liners

• Mop all hard floors with disinfectant

• Wipe down all cupboards, window sills and flat surfaces

• Wash all dishes, cups, cutlery, plates etc

• Clean the microwave and any other appliances including fridges

• Clean and sanitise the sink, fixtures, counters and tables

• Refill paper products and soap dispenser as needed

• Replenish supplies in kitchen including restocking the fridges

• Stairs and Common Areas

• Remove rubbish from all areas

• Polish hand rails and spot clean the areas

• Sweep all hard floors and then mop them with disinfectant

• Weekly Cleaning

• Dust all blinds and light fittings

• Clean all glass inside and outside with squeegee

• Wash all hand towels

• Other Duties

• Tea, coffee and beverages to be served to all visitors or when required by the Manager or person in charge

• Beverage stock levels to be maintained

• Cleaning stock level to be maintained

• Keep all cleaning materials in a safe and clean manner

• Help to set up for Functions, when required

• Health, Safety, Quality and Environmental Responsibilities

• Report any deviations that could lead to an accident

• Participate in Safety Training to improve safety standards

• Report incidents and accidents before the end of a shift

• Adhere to the Company''s Health and Safety policy and procedure

• Look after your own safety and that of other employees

• Ensure that the SHEQ Management System requirements are met towards customer, internal, ISO, regulatory / legal requirements.

• Manage and perform all internal processes, especially those that affect the quality of the Organization''s products.

• Work with Customers, Colleagues and Contractors towards continual improvement of the Management system and report the need for improvement to Management.

• Keep up standards and regulations with respect to Products and Services

• Any other reasonable duties and responsibilities in line with your capabilities and at the request of your Superior

JOB REQUIREMENTS

• Must have a minimum of Grade 12 or equivalent

• Must have a minimum of 2 years’ experience as a Receptionist

• An Office Administration /Secretarial Qualification would be advantageous

• Must be proficient in of MS Office

• Must display professionalism at all times

• Industry and Product knowledge would be an advantage

• Must have extensive experience with Customer Service

• Must have excellent verbal and written communication in English

BEHAVIOURAL REQUIREMENTS

• Must be able to work independently as well as in a team

• Must be able to follow instructions

• Must have excellent organisational, planning, multitasking and administrative skills

• Must have excellent planning abilities

• Must be able to prioritise jobs, perform under pressure and meet deadlines

• Must be able to manage time efficiently and effectively

• Must have exceptional attention to detail, be results and detail driven, and goal orientated

• Must be logical, methodical and proficient

• Must be willing to take on new responsibilities and challenges

• Must consistently maintain a high level of integrity, honesty and reliability

• Must have exceptional Customer service skills and display professionalism at all times

• Must be dressed professionally at all times

• Must conduct him/herself in the appropriate manner and show respect towards the Company, Clients, Suppliers, Contractors and fellow employees