SUMMARY:
Position Summary
Serve visitors by greeting, welcoming, and directing them appropriately; notifies company personnel of visitor arrival; maintains security and telecommunications system.
Provide office admin and support to ensure organisational effectiveness and efficiency.
POSITION INFO:
Key Accountabilities/ Principle
Responsibilities
Reception
Effective reception services to support office operations
Switchboard management
Reception appearance and adherence to business etiquette
Visitors and register management
Courier management
Management of deliveries and receiving
Message taking
Reception security
Boardroom/s management and assist with setup
Provide efficient and professional reception services to support client operations
Respond to all calls in professional manner, ensuring professional image is projected always
All telephone messages to be communicated to the intended person as promptly as possible
Ensure confidentiality of privileged information at all times
o Discretion to be applied when handing out information
o Any issues of a sensitive nature to be passed to relevant manager
o Ensure no personal or confidential information relating to staff / client to be to be telephonically or personally to any person
o Ensure no information regarding the Company financial status or client base to be telephonically or personally to any person
Administration
Managing purchase order book
Distribution of office publications
Neatness of office printer areas
Co-ordinating with shredding company
Printer readings and ordering of toner cartridges & paper
Ordering of office supplies and liaising with vendors
Control of stationery cupboard
Assist with archiving process
Liaising with maintenance department
Record keeping of moveable assets
Privileged information
Assist with basic filing
Arrange flower/gift baskets.
Assist with functions and events.
Parking Arrangements
Secretarial support
Copy typing
Source tender documents
General secretarial services
It should be noted that, for operational reasons, it may be necessary to perform tasks other than those described herein from time to time.
Prescribed procedures may be amended by management as and when required
Key Skills and Experience
Matric / Grade 12 Certificate
Minimum of 2 years’ previous reception experience essential
Computer literate (MS Office Word and Excel)
Effective data capturing skills
Excellent telephone etiquette
Efficiently perform all filing duties
Fluent in English
Switchboard experience
Time keeping
Reception desk management
People and Management Skill
Excellent professional and interpersonal skills
Customer service focus
Amicable, engaging, approachable and friendly personality
Ability to Function independently / self-driven
Effective communication skills, both written and verbal
Able to work under pressure
Ability to prioritise tasks
Integrity
Confidentiality
Able to keep track of and complete multiple tasks
Proficient administration skills
Confident
Neat and precise
Key result areas
Understand role of reporting to the business and client
Understand role of managing own outputs are aligned with business requirements
Understand interworking with various teams to ensure client financial compliances
Understanding that feedback and communication is critical to success
Additional Responsibilities and Skills
The employee acknowledges that all duties performed will reflect on the client and will thus act in a professional manner at all times, as FMS is a service provider, all necessary steps need to be taken to ensure that the service has been delivered according to client requirements, and to prescribed service levels.
Interested? Submit your CV now.
All vacancies advertised by AFMS Group are in full adherence to South African labour legislation, including the Employment Equity Act, Labour Relations Act, and Basic Conditions of Employment Act.
We strive to create an inclusive workplace that values diversity and welcomes applications from all qualified individuals, regardless of race, gender, disability, or any other protected characteristic.
Our recruitment process is fair and equitable, focusing on the qualifications, skills, and experience that are relevant to each role. We ensure that all candidates are treated equally, and no discrimination will be tolerated.
By submitting your application, you consent to the processing of your personal information in accordance with the Protection of Personal Information Act 2014 (POPIA) for recruitment and hiring purposes.
If you have not received a response within 30 days of the closing date, please consider your application unsuccessful. However, your information may be retained for future opportunities unless you request otherwise.
For information on AFMS Group, including more information on our company culture, visit our website at />
Please note, relocation costs will not apply
Applications to be addressed to Matthew Toontjies: -solutions.co.za
Key Accountabilities/ Principle
Responsibilities
Reception
Effective reception services to support office operations
Switchboard management
Reception appearance and adherence to business etiquette
Visitors and register management
Courier management
Management of deliveries and receiving
Message taking
Reception security
Boardroom/s management and assist with setup
Provide efficient and professional reception services to support client operations
Respond to all calls in professional manner, ensuring professional image is projected always
All telephone messages to be communicated to the intended person as promptly as possible
Ensure confidentiality of privileged information at all times
o Discretion to be applied when handing out information
o Any issues of a sensitive nature to be passed to relevant manager
o Ensure no personal or confidential information relating to staff / client to be to be telephonically or personally to any person
o Ensure no information regarding the Company financial status or client base to be telephonically or personally to any person
Administration
Managing purchase order book
Distribution of office publications
Neatness of office printer areas
Co-ordinating with shredding company
Printer readings and ordering of toner cartridges & paper
Ordering of office supplies and liaising with vendors
Control of stationery cupboard
Assist with archiving process
Liaising with maintenance department
Record keeping of moveable assets
Privileged information
Assist with basic filing
Arrange flower/gift baskets.
Assist with functions and events.
Parking Arrangements
Secretarial support
Copy typing
Source tender documents
General secretarial services
It should be noted that, for operational reasons, it may be necessary to perform tasks other than those described herein from time to time.
Prescribed procedures may be amended by management as and when required
Key Skills and Experience
Matric / Grade 12 Certificate
Minimum of 2 years’ previous reception experience essential
Computer literate (MS Office Word and Excel)
Effective data capturing skills
Excellent telephone etiquette
Efficiently perform all filing duties
Fluent in English
Switchboard experience
Time keeping
Reception desk management
People and Management Skill
Excellent professional and interpersonal skills
Customer service focus
Amicable, engaging, approachable and friendly personality
Ability to Function independently / self-driven
Effective communication skills, both written and verbal
Able to work under pressure
Ability to prioritise tasks
Integrity
Confidentiality
Able to keep track of and complete multiple tasks
Proficient administration skills
Confident
Neat and precise
Key result areas
Understand role of reporting to the business and client
Understand role of managing own outputs are aligned with business requirements
Understand interworking with various teams to ensure client financial compliances
Understanding that feedback and communication is critical to success
Additional Responsibilities and Skills
The employee acknowledges that all duties performed will reflect on the client and will thus act in a professional manner at all times, as FMS is a service provider, all necessary steps need to be taken to ensure that the service has been delivered according to client requirements, and to prescribed service levels.
Interested? Submit your CV now.
All vacancies advertised by AFMS Group are in full adherence to South African labour legislation, including the Employment Equity Act, Labour Relations Act, and Basic Conditions of Employment Act.
We strive to create an inclusive workplace that values diversity and welcomes applications from all qualified individuals, regardless of race, gender, disability, or any other protected characteristic.
Our recruitment process is fair and equitable, focusing on the qualifications, skills, and experience that are relevant to each role. We ensure that all candidates are treated equally, and no discrimination will be tolerated.
By submitting your application, you consent to the processing of your personal information in accordance with the Protection of Personal Information Act 2014 (POPIA) for recruitment and hiring purposes.
If you have not received a response within 30 days of the closing date, please consider your application unsuccessful. However, your information may be retained for future opportunities unless you request otherwise.
For information on AFMS Group, including more information on our company culture, visit our website at />
Please note, relocation costs will not apply
Applications to be addressed to Matthew Toontjies: -solutions.co.za
Please note: This advertisement is for pipeline recruitment purposes. While we are building a talent pool for future opportunities, the position is not available for immediate placement, and appointments will be made as suitable vacancies arise.
