Receptionist

SUMMARY:
Our client, a National Accounting & Auditing firm, seeks your reception and admin experience to step into this existing role.

POSITION INFO:
Purpose of the Role

• The Receptionist is the first point of contact for every client, visitor and caller who interacts with the company. 
• Beyond front-of-house duties, the Receptionist supports the firm's broader administrative and operational needs - managing calls and messages, assisting with scanning and filing, handling office shopping and groceries, making bookings and solving practical problems for the team and partners.
• This is a role that rewards friendliness, organisation and a genuine willingness to help.

• Matric essential 
• Post-Matric study or enrolment in a relevant qualification, a a strong advantage.
• Prior reception or front-of-house experience preferred.
• Computer proficiency, Microsoft Office a minimum.
• Well spoken and articulate in English - clear diction, warm tone and professional manner on the phone and in person.
• A second South African language, a strong advantage.
• Well-groomed and professionally presented at all times. 
• Manage multiple tasks simultaneously - messages delivered, bookings confirmed, supplies ordered.

• Calls, Messages and Communication Transfer:
  • Answer all incoming calls promptly and professionally.
  • Transfer calls to the correct person or department efficiently.
  • Take accurate, complete messages when the intended recipient is unavailable.
  • Manage the reception email inbox where applicable.
• Visitor Reception and Refreshments:
  • Greet all visitors, and offer refreshments to all visitors promptly upon arrival.
  • Manage the refreshment station - stocked, clean and ready at all times. 
  • Ensure the reception and waiting area is clean, tidy and welcoming throughout the day.
• Office Shopping and Supplies:
  • Handle and maintain the firm's shopping list, grocery, office supply and reorder supplies.
  • Manage the petty cash or purchasing card for grocery and supply purchases.
  • Source quotes for any larger purchase where requested by the Supervisor or Manager.
• Scanning, Filing and Administrative Support:
  • Scan documents for the team and Partners as requested.
  • Assist with physical filing, document organisation and archiving.
  • Prepare and collate documents for meetings, client packs or presentations as directed by the team or Partners.
  • Provide general administrative support to any department as directed.
• Bookings and Practical Problem-Solving:
  • Make bookings and reservations as requested.
  • Arrange practical services for the office or the Partners as required.
  • Solve practical problems efficiently.
  • Follow up on bookings and arrangements to confirm they are in place.
• Infinity Workflow Management Software:
  • Log and update all assigned administrative tasks in Infinity in real time.
  • Use Infinity to track outstanding tasks and ensure nothing is forgotten or dropped.
• General Professionalism:
  • Maintain a professional, friendly and helpful demeanour at all times.
  • Actively participate in both bi-annual T&D sessions.