Job Description

Main purpose of the job

To ensure the front desk welcomes guests enthusiastically demonstrating our culture and ethos, and executes all administrative tasks to the highest quality standards.

Reception

Greet and welcome guests as soon as they arrive at the office. Direct visitors to the appropriate person and office Answer, screen and forward incoming phone calls Ensure reception area, foyer and meeting rooms is tidy and presentable, with all necessary stationery and material (e.g., pens, forms, and brochures) Provide basic and accurate information in-person and via phone/email. Maintain office security by following safety procedures and controlling access via the reception desk (monitor register, issuing of parking tickets, emergency procedures.) Provide/arrange refreshments to visitors and staff for meetings as and when requested. Maintain a high level of personal presentation at all times. Receive, sort, and distribute daily mail/deliveries.

Administration

Assist with capturing of fingerprints of candidates for MIE checks to be processed. Extract relevant data from information provided by others and input it into spreadsheets or standard formats. Produce accurate reports for others by collecting data from a variety of standard sources and inputting it into standard formats. Manage "grab-a-fruit" initiative. Send Grab A Fruit invoices to Finance to process payments once signed off by the Director. Keep updated records of office expenses and costs. Order office supplies and keep inventory of stock. Manage and update meeting room calendars and schedule meetings as required. Perform other clerical receptionist duties such as filing and photocopying. Ability to be resourceful and proactive when issues arise. Be available and willing to assist with any additional tasks and projects, as required by the department.

Facilities Management

Ensure all facilities are managed appropriately and updates are provided to the Director as and when required. Identify opportunities for cost efficiencies. Management of parking ensuring timeous activation and deactivation. Order and collect parking tickets as required. Manage and update parking vouchers.

Work collaboratively

Build a culture of respect and understanding across the organisation Recognise outcomes which resulted from effective collaboration between teams Build cooperation and overcome barriers to information sharing, communication and collaboration across the organisation Facilitate opportunities to engage and collaborate with internal and external stakeholders to develop joint solutions

Self-Management

Follow through to ensure that personal quality and productivity standards are consistently and accurately maintained Demonstrate consistent application of internal procedures Plan and prioritise, demonstrating abilities to manage competing demands Demonstrate abilities to anticipate and manage change Demonstrate flexibility in balancing achievement of own objectives with abilities to understand and respond to organizational needs

Minimum Academic, Professional Qualifications & Experience required for this position

Matric (Grade 12) (NQF 5) Secretarial and/or Administrative Diploma advantageous Experience as a Receptionist, Front Office Representative or similar role Proficiency in Microsoft Office Suite and job related systems

Functional Competencies

Literacy - Have excellent reading, writing and interpersonal skills Pc Literacy - In-depth knowledge of Word, excel, email and Internet The ability to handle multiple tasks simultaneously and effectively prioritize tasks Strong interpersonal, communication, time management and organizational skills. Excellent customer service attitude. Attention to detail and accuracy Ability to work independently Function under pressure and ability to work under strict deadlines Adaptability The ability to resolve problems and disputes with clients Client Relationship Management

Essential

Evaluating problems Investigate Issues Creating innovation Building Relationships Communicating Information Providing Leadership Showing Resilience Adjusting to change Giving Support Processing Details Structuring Tasks Driving success Commercial Acumen Business Acumen

Behaviours

Energy Passion Respect for others Honest and Fair Creativity Entrepreneurial Orientation Positive Attitude Courage Tenacity * Achieves Results