Receptionist

SUMMARY:
An exciting opportunity awaits for a Receptionist to join a leading retail group in Ballito.

This role involves representing the company at the front desk and providing support to various departments within the head office.

POSITION INFO:
Duties and responsibilities: 
Switchboard / Reception:

• Answer and address incoming phone calls in a timely and polite manner.
• Receiving visitors in a polite and professional manner - vlarify visitors’ needs and offer refreshments where appropriate. Also direct visitors to the correct person when neccessary.
• Manage queries and provide correct information to all customers and visitors.
• Screening of calls and forwarding calls to relevant personnel (all divisions).
• Screening of visitors and staff (including the recording temperature readings where necessary).
• Recording of messages / email messages accurately to relevant personnel.
• Report Telephone faults. Follow up until fault has been resolved.
• Provide solutions and support to the customer/ visitors using knowledge of company products and services.
• Manage difficult visitors and customers effectively.
• Ensure that someone is available at reception if you are carrying out a function in the office or on break.
• Dealing with tenants / customer queries and assisting when necessary.
• Handing out newsletters, memos and circulars to tenants. 
• Sort and distribute incoming mail and prepare outgoing mail, also attend to courier packages/mail.
• Keep reception area clean and neat, incl maintaining and organising of reading material.
• Monitor people coming and going through the reception doors 
• Be aware of and report suspicious activity.

• Photocopy, scan, fax, collate and laminate documents (including pensioners cards) – ad-hoc basis.
• Maintain equipment and report any faults/ malfunctions.
• Printing and providing meter readings for all office equipment (all divisions)
• Reporting faults of the printers and ordering of ink cartridges/toners. Ensuring that new toners are fitted into the machine.
• Maintain an adequate inventory of office supplies (Monitor, control and order office supplies including paper, toners, stamps, boxes, diaries, etc).
• Maintain the general filing system and file all correspondence accurately.
• Data capturing and submission of relevant reports to the operations teams (retail and restaurants: sales, daily reports, the company, refuses & store defaulters, etc)
• Ordering (with signed order notes) and distributing of office stationery (including various books)
• Update databases (Emergency Listing) on a monthly basis (Verify all tenants details)
• Placing lunch, coffee and refreshments orders
• Ordering of uniforms and issuing to staff (arranging dry cleaning as well)
• Arrange and manage Boardroom bookings, set up boardrooms for meetings (stationary, equipment, refreshments, etc) and ensure that the boardrooms are neat and tidy at all times.
• Obtain approval and place orders for all kitchen necessities (Refreshments, cleaning products tissues, teas, coffees, water, maintenance of water dispenser, etc) – All Divisions - weekly.
• Log all call outs – Ad-hoc
• Signing in all service providers and providing feedback to the relevant departments (Ad-hoc)
• Maintain key register, sign in/out and distribution of keys (incl those to service providers) -Ad-hoc
• Compile daily sales (retail) for submission to management
• Compile daily category stocktakes for submission to Management
• Update the companies ratios (for all stores) for submission to Management (daily and monthly)
• Produce price survey for submission to management
• Restaurant sales reports for submission to management
• Tuesdays: GP’s and shrinkage submission
• Compile daily sales file for retail sales
• Compile restaurants daily sales file
• Daily sales report – compile and send out on a daily and weekly basis
• Comparison – capture pricelist weekly and send report out on a daily and weekly basis
• Renew online report
• Top 100 report – weekly and monthly
• Price Comparison - report – weekly
• Water and Electricity Financial Report
• Request for budgets for retail and Restaurants
• Prepare Financial and managers meeting files, Financials and Managers’ Packs (collect, print, photocopy and collate)
• Month-end sales submission to Executives
• Month-end GP’s submission to Executives
• Property invoices - ensure there are order notes for all purchases made and match all invoices to their statements
• Monthly Turnover reports for submission to Executives (Restaurants and Retail)
• Reports for all stores to be filtered and audited
• Ensure that all supervisor cards are changed every 3 months
• Ensure that all phone codes are changed every 3 months
• Creating new store account cards
• Christmas Lunch planning and decorating of the office
• Printing, compiling of Christmas planning booklets and ordering files and books for the planning.
• Assist with the charge account, ensure that all till slips correspond with the monthly statement, breaking it down into vat and non-VAT products and submit to accounts for payments.
• Updating of Car Stats schedule on a daily basis and submitting a full report at month end.
• Long service awards – Print and frame signed certificates (annually)
• Printing of training certificates for all stores (Annually)

• Matric
• Computer Literate and especially proficient in Microsoft office
• Relevant Admin qualification would be advantageous
• Excellent Communication
• Attention to detail/ accuracy
• Time Management and good planning abilities
• Excellent Typing Skills
• Maintain a neat and well-groomed appearance as well as an attentive posture
• Must be able to work under pressure and have high energy levels
• Champion the Company’s Purpose and Values
• Customer focused
• Maintain Confidentiality & show discretion in all aspects of the job.
• Represent the organisation in an ethical and professional manner.
• Adhere to company policies and procedures.
• Maintain and effect a complete knowledge of rules and regulations of the company.