Job Description

DescriptionDuties and responsibilitiesReception and Meeting Area Management

• Manage the firm's reception area and meeting rooms, including weekly flower orders.
• Keep the frontline area and meeting rooms neat and tidy, ensuring minimal noise disruption.
• Supply marketing brochures and stationery to meeting rooms.
• Coordinate parking and boardroom booking arrangements, including between Johannesburg and other offices.

Client Interaction and Hospitality * Attend to the switchboard, directing all phone calls to the relevant person in a professional manner and taking messages where applicable.

• Receive and assist clients upon arrival, including handling beverage orders, preparation, and service.
• Advise relevant stakeholders of client arrivals.
• Ensure prompt, professional, efficient, and courteous reception of both internal and external clients.
• Demonstrate high energy levels and consistently high levels of client service.

Meeting and Conference Room Management * Manage and set up conference rooms according to requirements.

• Monitor and manage outsource concerns, maintaining stock levels in designated areas, including stocking bar fridges and boardrooms with beverages, and maintaining stock of glasses and hospitality items.

Procurement and Stock Management * Obtain quotes from suppliers for procurement via Pretoria.

• Receive and check stock upon delivery.
• Process and deliver stationery requests.
• Maintain and manage petty cash.

Office and Operational Coordination * Liaise with partners and professional staff regarding aircon temperature control and adjustments as needed.

• Coordinate with Centre Management regarding aircon faults to ensure the central aircon system functions optimally.
• Liaise with the Marketing team to coordinate small office-bound events.
• Liaise with Centre Management for activation and deactivation of parking and building access on access cards and with the IT department for office access.
• Monitor and manage control of access cards issued and returned.
• Ensure validated parking tickets for clients, when applicable.

Office Vehicle Management * Monitor the office vehicle to ensure regular servicing, track petrol consumption, and ensure car wash slips are sent to Head Office.

• Maintain the vehicle logbook, ensuring it is filled out comprehensively daily and the vehicle is kept clean.
• Monitor the vehicle license disc for validity, raising renewal requests with Head Office in a timely manner.

Maintenance and Supplier Coordination * Liaise with building management and external suppliers regarding office maintenance, appliance maintenance, and cleaning.

• Supervise after-hour pest control maintenance and carpet cleaning, keeping Head Office informed.

Staff and Schedule Coordination * Coordinate and supervise internal driver delivery schedules, liaising with the Pretoria office where applicable.

• Manage the booking of specialized courier collections/deliveries when the driver is not available.
• Manage the cellular device and usage of the driver.
• Coordinate office and accommodation setups for new staff or staff moves.
• Supervise the reception relief schedule, keeping it up to date.
• Coordinate staggered arrival & departure times and lunch hours between the frontline administrator and the YES candidate.
• Liaise with secretaries to assist in reception in the absence of the YES candidate.

RequirementsSkills and knowledge

• MS Outlook, Word, PowerPoint and Excel (Advanced)
• Excellent telephone etiquette
• Previous reception experience (an added advantage)
• Good Communication Skills (Written & Verbal)
• Ability to multitask
• Ability to handle pressure, use initiative and prioritise
• Problem solving skills
• Good typing Skills

Qualification/s

• Matric/ National Diploma or equivalent qualification

• Minimum 5 years administration experience

Work LevelSkilledTypePermanentSalaryMarket RelatedEE PositionYesLocationPretoria

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