Permanent - Receptionist - Chloorkop - South Africa

Job Description

Key Objectives: The Receptionist takes overall responsibility to organise and coordinate all office administration requirements and procedures, in order to ensure organizational effectiveness, efficiency, and safety

Key Responsibilities:

Greeting visitors 

Managing telecommunications systems

Handling queries via phone, email and general correspondence

Screening and transferring calls as necessary.

Taking and ensuring messages are passed to the appropriate staff member in time.

Managing meeting room availability

Schedule meetings and appointments - ensure necessary notes are printed and catering (where required) is provided.

Receiving, sorting, distributing and dispatching mail

Handling typing, printing, photocopying etc,

Daily printing and control of labels for all products manufactured. 

Archiving of files and updating the register - finance storeroom. 

Arranging couriers

Recording and maintaining office expenses

Handling travel arrangements

Managing and order all office inventory such as stationery, equipment, and furniture.

Overseeing office maintenance service providers

Maintaining safety and hygiene standards of the reception area 

Serve as the point person for employees’ queries regarding the following office administration duties: a. Supplies b. Stationary c. Office Equipment d. Errands e. Shopping 

Coordinate with IT department on all office equipment

Ensure that all items are invoiced and paid on time.

Manage contract and price negotiations with office vendors and service providers.

Assist in the onboarding process for new hires. 

Oversee cleaning/cooking staff to ensure that all areas such as offices, boardrooms, kitchens, social areas and canteens are spotless

Order and set-out Friday team lunches

Plan in-house or off-site activities, like parties, celebrations, and conferences 26. Filing of customer POD`s (proof of deliveries) 

Oversee all external transport GRV`s

Record all driver fuel slip`s and reconcile to fleet statement. 

Update and maintain accurate production schedule 

Issuing and control of utility books, and attendance registers 

Minutes of weekly admin meeting.

Inherent Requirements

Experience and Qualifications:

Grade12 plus 5 years receptionist experience
Excellent verbal communication
Excellent telephone communication etiquette
Exceptional organisation skills, resourcefulness and proactive
Highly Customer-focused
Active listener
Adapt at prioritizing, scheduling and multitasking
Ability to handle office equipment (e.g., the telephone system, printer and the fax
machine)
Fast and eager learner
Exceptional attention to detail