Receptionist

A retail group has an exciting opportunity for a Receptionist to be responsible for company representation at the reception area as well as to provide support to the different departments within the head office function.  

DUTIES & RESPONSIBILITIES, NOT LIMITED TO:

• Switchboard and reception responsibilities
  • Handling all aspects of the switchboard and walk in visitors, including issue resolution, delegation and if relevant follow up.
  • This will include resolution of both customer and tenant queries and assistance.
  • Responsible for distribution of any communication ( verbal and written to tenants) ensuring appropriate understanding urgency and confidentiality)
  • Ensuring reception area is clean and neat at all times and deliveries are distributed as soon as received.
  • Monitor security of front door, and alert security when necessary
• Managing all elements of mail and courier for the office
• Clerical and secretarial support to the office (retail/restaurants/property)
  • A wide range of admin activities including but not limited to, data capturing, printing and collating, scanning for distribution etc
  • Gathering of data from stores, consolidating and distributing to relevant persons
  • Extract from local news sources articles that are relevant to the company and surrounding area that’s of interest and forwarding it to management.
• Organize meetings
  • This includes all aspects from boardroom reservations, resource planning (printing, refreshments etc), and ensuring all boardrooms are maintain in a clean and professional manner.
• General office admin
  • Purchasing process for office related items ( kitchen/stationary) including obtaining comparable quotes, obtaining relevant approval and engaging with supplier through to delivery ( not this is external service providers and group stores)
  • Ordering lunch orders for senior management
  • Reporting and fault resolution for office equipment (telephone, printers etc etc) including ordering and installation of toners.
  • Responsible for uniform order, issue and stock management process, with appropriate management approval

REQUIREMENTS  

• Matric
• Computer Literate – MS Office and CRM systems 
• Experience in administration and reception is necessary
• Relevant Admin qualification would be advantageous.
• Attention to detail/ accuracy
• Time Management
• Planning
• Excellent Typing Skills
• Maintain a neat and well-groomed appearance.
• Maintain an attentive posture.
• Must be able to work under pressure and have high energy levels
• Champion the company’s purpose and values
• Must be proficient in Microsoft office (specifically excel, word and outlook)
• Customer focused
• Company Representation
  • maintain confidentiality & demonstrate discretion.
  • represent organization in an ethical and professional manner.
  • adhere to company policies and procedures.
  • maintain a complete knowledge of rules and regulations of the company.
• Write well using correct grammar and spelling.
• Communicate verbally with confidence and clarity
• Ask effective questions.
• Listen actively and respond with empathy.
• Follow instructions correctly.
• Keep calm when dealing with irate customers.