Student Liaison Officer (Cape Town)

SUMMARY:
Greet students, tenants, visitors, handle all communication and performs general administrative duties

POSITION INFO:

Office Support

• Maintain the reception area making it always look professional.
• Ensure the efficient and effective operation of the reception area.
• Answer all incoming calls and direct caller’s inquiries to the relevant person.
• Email detailed and accurate messages to staff members.
• Act as first point of contact for all customer / tenant enquiries.
• Hostess and welcome guests, directing them to appropriate boardroom.
• Preparing boardrooms for tenants, clients, and team meetings.
• Receive all visitors.
• Inform relevant staff of visitors’ arrival.
• Resolve general queries from visitors / tenants (students) of UOCS.
• Assist scheduled contractors with access to the building.
• Keep and maintain a key register for all vacant units within the precinct.
• Project a professional image of the company by:
  • Delivering friendly and efficient service
  • Ensuring calls are dealt with speedily.
  • Effectively answer or direct queries or enquiries
  • Assist the Property Manager with all administrative functions of the building.
  • Responsible for all other duties as assigned by the Property Manager

Administration of Student Accommodation

• Professionally and effectively, and in accordance with specific policies and procedures, administer and manage the facilities management services for the building in respect of:
  • Processing of internal & external written and telephonic communications
  • Creating work orders for all maintenance issues reported on the maintenance email and by students at reception or telephonically.
  • Attendance and taking of minutes of all Property Management Meetings
  • Monitoring of The Admin mailbox for Units on Cape Station and responding to queries, complaints, reviews, questions, and other related queries about Units on Cape Station.
  • Ensure there is always adequate sleep over forms, visitor forms and all other relevant documents available at reception.
  • Assisting all Student related enquiries received or refer it to the relevant Administrator or Manager for attention

SKILLS AND COMPETENCIES ESSENTIAL TO THE POSITION

Business

• Excellent communication and interpersonal skills on all levels
• Innovative thinking and ability to follow process.
• Dynamic and enthusiastic
• Ability to work as part of a team.
• The ability to interact professionally with students, visitors, and the Landlord.
• Competent time management skills
• Be deadline driven.
• The ability to deal with constant change and maintain high motivation.
• Able to find solutions for day-by-day issues.
• Exceptional time & task management is a must.
• Naturally engages with co-working members.

Human Capital

• Transparent honesty.
• Reliability.
• Positive Attitude and highly motivated
• Lead by example.
• Assertive and effective communication.
• Sensitive to client and staff requirements and problems.
• Ability to create a professional office environment.
• Organization and planning skills.
• Demonstrate strong moral values, empathy, passion, career aspirations, and positive living.

QUALIFICATIONS AND EXPERIENCE

Qualifications

• Grade 12 (Matric)
• Relevant Diploma or Degree in Office Administration will be advantageous

Experience

• Minimum of 2 - 4 years’ experience in a Receptionist and Administrative environment.
• Strong Proficiency in relevant computer packages (MS Office) and software packages (MS Office)