RECEPTIONIST & STOCK CONTROLLER

SUMMARY:
RECEPTIONIST & STOCK CONTROLLER (Montague Gardens, Cape Town) R122,257 – R163,009 CTC Per Annum

POSITION INFO:

Fire services company seeks a Receptionist and Stock Controller to manage Visitor coordination, Switchboard operation, Reception Administration Storeroom coordination, Stock management and Stock reporting. Must have basic Pastel.

Visitor Coordination

Receive visitors in a friendly and professional manner by greeting them, completing the welcoming administration in a friendly and efficient manner and advising the person they are visiting of their arrival, seating the visitor and arranging for refreshments (when appropriate) as required and at all times

Answer appropriate queries or questions to the visitor’s satisfaction and refer other questions correctly by listening, evaluating, answering or referring and maintaining a professional and friendly manner on every interaction

Switchboard Operation

Receive calls on switchboard by answering according to Company standards and utilizing the Company greeting, understanding caller need, answering relevant questions and directing appropriately and accurately while on a call

Take messages from callers by gathering required information and emailing to appropriate staff member while on the call

Coordinate switchboard maintenance and repair by logging call with relevant service provider, notifying of requirement and following up until issue is resolved

To train relief administrators on switchboard operation by taking them through the reception manual which is updated monthly and by providing one on one training and guidance as required 

Reception Administration

To receive and dispatch all incoming mail and parcels by receiving, signing and timeously and accurately distributing to staff within the same day

To coordinate sending of documents and parcels via courier by scheduling collection from reception within defined schedule, completing waybill online and coordinating that parcel is collected and delivered as promised daily

Storeroom coordination

To implement correct storage guidelines as per OSHEM by understanding the storeroom guidelines, ordering and maintaining the storeroom equipment and implementing the structure and layout of the storeroom monthly

To maintain a neat storeroom by overseeing the cleaning of the storeroom, maintaining neat stacking and storing of stock and cleaning shelves weekly

To implement correct storage guidelines as per OSHEM by understanding the storeroom guidelines, ordering and maintaining the storeroom equipment and implementing the structure and layout of the storeroom monthly

To maintain a neat storeroom by overseeing the cleaning of the storeroom, maintaining neat stacking and storing of stock and cleaning shelves weekly

To control access to the storeroom by maintaining access controls at the entrance, tracking entry and exit of staff and reporting any anomalies daily

Stock management

To implement weekly and monthly stock counts by extracting the stock list, preparing the rotational stock count list, undertaking the stock count and submitting for validation weekly and monthly

To implement the annual stock count by preparing the storeroom for the count, securing additional resources to support the stock count, allocating stock sheets to team, completing the stock count and submitting all data annually within deadlines

To address any stock variances by receiving feedback on stock variances, identifying the reason for stock variances and providing feedback within deadlines

To receive stock by reconciling the delivered stock vs. the purchase order and the delivery note including volume and cost, addressing any variances, processing the goods received voucher, signing the delivery note and stacking the stock into the storeroom daily

To submit documentation for payment processing by collating all relevant documents, confirming volumes and values and submitting to finance for processing and payment daily

To issue stock by receiving the stock requisition, preparing the stock and completing the stock order, handing stock to the recipient and confirming against the stock requisition, updating the accounting system (processing zero invoice) and receiving signatures confirming receipt daily

To order new stock by monitoring minimum stock quantities, identifying stock requirements, preparing the stock requisition and submitting for processing weekly

Stock reporting

To prepare stock reports by extracting the required data, preparing the report and submitting within deadline

To address any stock issues by identifying the issue, investigating the situation and providing feedback as required

General Administration

Complete filing by copying and keeping relevant records of the documentation, correspondence and reports and filing in line with the Company processes and procedures on a weekly basis

Provide any other administrative support by receiving request, addressing, resolving and completing as per standards and deadline, as and when required

Requirements

NQF Level 4 qualification in Administration or similar

1 to 3 years’ experience

Basic Pastel experience

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