Receptionist and Business Support

SUMMARY:

🌟 About the Role

POSITION INFO:

🎓 Minimum Requirements

• Grade 12

• Full computer literacy
• Previous Office Administration experience (advantageous)
• Experience managing social media posts
• Website management experience (advantageous)

• English
• Afrikaans

🎯 Key Objectives

• Provide a warm, professional welcome to all visitors and callers
• Handle reception and switchboard duties efficiently and courteously
• Ensure the office environment is clean, presentable, and well-maintained
• Keep the company website up to date
• Create and manage company social media posts
• Contact dormant customers and direct leads to relevant teams

📝 Main Responsibilities

Reception & Switchboard

• Welcome and assist visitors professionally
• Answer all calls clearly, promptly, and courteously 
• Transfer calls accurately to the correct staff member
• Take and relay messages efficiently

Social Media & Website

• Manage and maintain the company website
• Create and upload social media posts across platforms
• Monitor the company WhatsApp line and redirect messages accordingly

Customer Engagement

• Contact dormant customers and distribute company profiles when needed
• Pass customer leads to the relevant internal sales manager
• Uphold high levels of integrity, professionalism, and customer service

Office Administration

• Purchase office products (stationery, refreshments, etc.)
• Oversee cleaning staff and ensure cleaning schedules are followed
• Ensure the building (inside and outside) remains clean and presentable
• Arrange and manage office functions
• Serve refreshments to visitors
• Manage the staff refreshment “shop”

General

• Monitor the Info inbox and distribute emails internally
• Manage internal communications (birthdays, new staff announcements, general staff updates)

🔑 Key Performance Indicators

• All calls answered within 10 seconds, with no dropped calls
• Professional handling of all visitors and incoming queries
• Accurate message-taking and timely relay to relevant staff
• A well-maintained reception and office environment
• Updated and accurate website information
• Correct and consistent posting of social media content
• Daily follow-up with dormant customers and effective passing of leads

📚 Knowledge & Skills

• Understanding of basic corporate operations and reporting lines
• Proficiency in Word, Excel, and email
• Strong listening skills and ability to transfer calls accurately
• Knowledge of the company organogram to direct customers correctly
• Understanding of switchboard operation
• Ability to create content suitable for social media
• Strong communication and customer interaction skills

💼 Personal Attributes

• Professional and well-groomed
• Trustworthy with strong integrity
• Excellent communication skills
• Detail-oriented and diligent
• Confident, self-motivated, and results-driven
• Strong time management & stress tolerance
• Team player who can also work independently