SUMMARY:
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POSITION INFO:
We are seeking an experienced Receptionist/Administrative Clerk to greet visitors on arrival, explain how to navigate our offices, answer and transfer phone calls. Assist Management in completing a variety of administrative tasks. Assist with staff functions and inhouse marketing.
Duties
- Retrieve messages from voice mail and forwards calls to appropriate personnel.
- Answer incoming calls, determines purpose of calls, and forward calls to relevant personnel or department.
- Takes and delivers messages when relevant personnel are unavailable.
- Deals with questions about organization and provides the public and customers with business addresses, branch contact details, directions or other information.
- Welcomes on-site visitors, determine nature of business, announce visitors to appropriate personnel and offer tea/coffee if applicable.
- Receive, sort and route mail/parcels/waybills/groceries & stationary.
- Control stationary & grocery requirements and keep record.
- Re-order stationary & groceries for Head Office and Showrooms – Once approved by Management.
- Capture POD’s on SAP and ensure they are filed numerical in the appropriate storage place.
- Ensure knowledge of staff movements in and out of the building.
- Report staff leaving the building without clocking to their direct Manager or HR.
- Responsible for Internal Marketing – Birthday board, Workplace and other intranet platforms.
- Ensure cameras are monitored and the premises remain secure at all time.
- Immediately report any Health and Safety matters or irregularities to the Operations Director or HR.
- Control inventory relevant to the reception area/warehouse & chill area.
- Weekly & Monthly reporting.
- Occasionally book flights/accommodation and transport.
- Run errands when required – own transport.
- Any other duties requested by Management from time to time.
- Process orders on SAP – Back up
- Assist with preparations for staff functions.
- Schedule meetings.
- Annual stock take.
Experience & qualifications
- Matric.
- 2 years’ work experience in a similar role.
- MS Office - Outlook, Word, Excel & Power Point.
- Knowledge of working with a biometric system – reporting
- Knowledge of working on a switchboard.
- Excellent verbal and written communication skills
- Professional demeanour
- Customer service orientated
- Information management
- Organizing and planning skills
- An eye for attention to detail
- Able to use own initiative
- Reliable
- Flexible
- Able to operate in a fast-paced environment
- Creative innovator
- Committed to constant improvement
