Temporary Receptionist

SUMMARY:
Our client is within the virtual office solutions industry and looking for a temporary Receptionist to join their team at the Cape Town branch.

POSITION INFO:

Main Duties & Responsibilities:

• Take pride in managing the Front of house of the centre:
  • Cleanliness
  • Organised reception desk
  • Presentable appearance
• Switchboard:
  • Answer calls professionally
  • Create client satisfaction, express helpfulness and friendliness
  • Take accurate messages
  • Ensure calls are transferred correctly
• Be the first point of contact for all clients and visitors on a daily basis, providing a friendly and welcoming front of house service – ensuring excellent first impression
• Always ensure client’s needs are met, promptly and professionally
• Ensure visibility and readiness to assist clients as and when the need arises with flexibility and helpfulness
• have a basic understanding of all key services:
  • Products (Office, on-the-move, IT, telecoms, canteen etc.)
  • Administration services: copies, printing, typing of documents etc.
• Always has true intention to go above and beyond the expectations of a client, must have an internal passion for customer service.
• Take ownership of queries or client issues brought to his/her attention and must ensure it is followed through to the end
• As a backup to the CM the receptionist must be available for the preparation of offices before new clients move in. Setting up IT (Basic), Telephones, furniture and ensuring welcome packs are ready for the arrival of new clients.
• Assisting clients with printing, binding and copying (when receptionist is unable to)
• Always keep an eye open for centre cleanliness including bathroom facilities whenever you move around the centre (report unsatisfactory areas to CM)
• Professional and clear communication skills
• Knowledge of Microsoft Office Suite, including Word, Excel, PowerPoint and Outlook
• Extremely important to have organisational skills and the ability to prioritise and multi-task
• Act as a back-up when needed ensuring the boardrooms are ready for the client use, if there is special requirements e.g.:
  • Video Conferencing
  • Lunch requirements
  • Beverage requirements
  • Flip chart etc.
  • Ensure that everything is in order before the client uses the boardroom.
• • Provides admin support including:
  • Mail distribution into post boxes
  • Organising courier services
  • Ordering office supplies
  • Preparing and booking meeting rooms
  • Other administration/secretarial duties
• Embraces the brand and set an example for the team of high performance, professional appearance and proficient customer liaison
• Check clients birthdays and ensure client is made to feel special (activity to be discussed with CM)
• Stationery control, compile order, get approval from CM and place order. Follow up on prompt delivery
• Client stationery, ensure signed orders received from clients before placing orders for stationery (discuss with CM)
• Ensure copy machine has got toner and enough paper every morning on arrival
• Maintenance of office equipment (printer, binder, copier)
• Ensure all filing is up to date
• Promptly emailing clients phone messages with a clear message including name, contact number and company of the caller plus any additional descriptions
• Informing clients that post has arrived
• Updating credit/debit card payments sheet on a daily basis (where applicable)
• Balancing, printing and filing month end credit/debit card payments with slips
• Adding new users to CSP
• Assist CM with registering of IT Logs with IT
• Ensuring staff sign the attendance register on arrival and departure
• Compiling new tenant files with CM
• Ensure welcome packs are in order for new tenants (assist CM)
• Ensure documentation/tour packs for tours is pre-packed (where applicable)
• Assisting clients with printing, binding and copying
• Keeping track of clients printing, binding, copying at reception printer (assisting CLA)
• Always keep an eye open for centre cleanliness including bathroom facilities whenever you move around the centre (report unsatisfactory areas to CM)

Educational Requirements:

• Matric
• Relevant administration tertiary qualification advantageous

Experience and Skills Required:

• 3 – 5 + years’ experience in similar role
• Computer literate: MS Office
• Excellent communication skills
• Well-presented

NB! This job is now closed. You can apply for other jobs by uploading your CV.