SUMMARY:
Are you a highly organized individual with excellent communication skills?

POSITION INFO:

Are you a highly organized individual with excellent communication skills? Do you thrive in a fast-paced environment while providing exceptional customer service? Compass Medical Waste Services is looking for a proactive and friendly Receptionist to join our team!

Key Responsibilities:

Reception

• Answering of switchboard
• Ensure the proper functioning of the fax machine
• Distribute faxes to pigeon holes, exercising confidentiality at all times
• Ensure reception area is tidy at all times
• Keep noise levels ambient
• Ensure that all cellular and emergency numbers are updated and displayed
• Sign for any courier post/packages
• Ensure messages are distributed immediately via email or in person
• Ensure clients’ needs are addressed appropriately and within a reasonable time period
• Ensure visitors’ needs are addressed appropriately and within a reasonable time period
• Take orders telephonically
• Submit to Office Administrator timeously
• When taking an order take down the customer’s name and number as well as the organizations name
• Never leave the switchboard unattended
• Ensure that clients order needs are addressed appropriately and within a reasonable time period

Orders for Private and Government Clients

Debtors

• Advise Debtors Controller at Head Office of any payments received
• Liaise with and resolve customer queries
• Distribute Debtors Report daily before 14h00.

Sales Orders

• Take orders and collection requests

General Administration

• Distribute the incoming and outgoing post accordingly
• Ensure Speed Dial and Internal Extension Lists are updated on a regular basis and /or when new staff are employed
• Take minutes of meetings for Distribution and Treatment managers and for General Meetings
• Assist Regional Manager with administrative projects

Leave Forms/Attendance Register

• Ensure all employees sign leave forms prior to taking annual leave
• Obtain doctor’s notes from employees claiming sick leave
• Have all leave forms authorized by management.
• Send leave forms for office personnel to HR and leave forms for blue collar workers to payroll administrator
• Ensure that Attendance Register is completed on a daily basis, authorized weekly and sent to Head Office

Timesheet

• Manage and maintain the biometrics clocking system
• Check that the system is accepting the clocking’s on a daily / weekly basis.
• Report any problems to supplier that may occur.
• Ensue all new staff are issued with clock cards and clock number.
• Capture all new staff info onto system.
• Make all staff aware of the collecting SOP
• Capture all leave forms onto the system.
• Print and capture all daily hours and any leave taken onto the Capacity Web Employee Timesheet System.
• Print and forward summary payroll report to Payroll Administrator on a monthly basis.

Contractor Invoices

• Ensure that all HOD’s in all Departments sign for Capacity Invoices when they have received them and when they return them back to reception.
• Ensure that they are sent to Salaries Controller in Westville

Telephone System

• Send out detailed reports to Marketing Manager on a monthly basis.
• Distribute reports to each individual and ensure that they highlight their personal calls as a payroll deduction will be done on their salaries.
• These reports must be sent to Salaries Administrator

Petty Cash

• Maintain and be responsible for the petty cash
• Issue of monies to drivers and load assistants for trips over night
• Issue of monies when authorized by Regional Manager for items purchased
• Claim monthly for monies spent from petty cash
• Maintain the balance for the petty cash
• Produce petty cash slips and invoices for all purchases
• Obtain the Regional Managers signature on all petty cash slips and claim schedules
• Submit monthly report to Head Office
• Allocate expenditure to account code and cost centre.

Electronic Scanning (SCANCO)

• Responsible for scanning the following documents on a daily basis onto the company L: Drive
  • Customer Quotations
  • POD’s - CMWS
  • Supplier Quotations
  • Supplier Correspondence
  •  Provide scanning back up to other regional staff as and when required

Qualifications:

- Proven experience in reception or administrative roles preferred.
- Excellent communication skills, both verbal and written.
- Strong organizational and multitasking abilities.
- Proficient in Microsoft Office Suite and other relevant software.
- A friendly and professional demeanor.

Compass Medical Waste Services is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees