- Answer all calls in a prompt, efficient and polite manner within 3 rings with the welcome message Thank you for calling, how may I direct your call?
- Taking messages correctly and forwarding it to the relevant staff
- Receiving and distributing of all incoming faxes, documents, parcels, post and courier bags to relevant staff
- Sending of all outgoing courier bags and post
- Indicating greetings and announcements on the screen
- Remove outdated notices on the notice boards next to reception on the ground floor and placing of new ones
- Indicating birthdays, welcome greetings and announcements on the screen
- All staff birthdays are to be placed on the welcome screen
- Ordering of birthday cards
- Compiling monthly birthday lists and sending birthday cards to branches
- Weekly mail reminder needs to be sent to all staff in the morning to ensure meeting requests for the day have been sent
- All guests / clients must be welcomed in a friendly and professional manner
- Notifying staff of their guests / clients arrival and ensuring they are collected by the relevant employee
- Ensuring that guests / clients are comfortable while waiting for staff member/s. Offer visitors a seat
- Interact with all staff in a professional and courteous manner
- Daily absent staff email to be sent first thing in the morning to all Managers
- Every month the HR and Payroll Assistant will pull a leave report. Outstanding leave needs to be followed up on until the employee has submitted accordingly
- Check mailing list on a monthly basis (remove terminated employees and add all new employees)
- Responsible for emails to staff regarding no water, power outages
- Request birthday list from Payroll Manager
- Printing birthday list in colour
- Pinning birthday lists on notice boards on a monthly basis
- Send out birthday list to all managers and branches monthly
- Follow up on outstanding leave and give an update to Payroll Group on a monthly basis
- Follow-up with staff and managers on outstanding leave forms
- All information received from Staff movements need to be indicated on the monthly staff directory. Staff directory needs to be sent out once a month to all staff
- Must be sent out in the first week of the month to all staff
- Paper needs to be ordered through preferred provider when there are 5-6 boxes left. A total of 100 boxes need to be ordered
- Paper will be distributed daily in the morning between 08:30 08:45 and signed for by the person collecting per department
- Every day the milk needs to split into 6 departments:
- Express, Express Warehouse, Samsung, Transport Warehouse, Admin Office and Directorate floor
- Milk needs to be ordered 1 week in advance, when there is 2 weeks supply remaining
- Request quote from provider in Louis Botha with an amount of 140x Low Fat and 140x Full Cream. Send this to the PA to the MD to have this signed off. Once that has been done, place the order and when it is ready, arrange with Logistics warehouse for collection to be done on a Sunday
- Milk then needs to be placed in the storeroom on a Monday morning
- All topics for the year need to be discussed at the beginning of the year with the HR department and agreed
- Collect information on decided topic for that month
- Prepare a presentation sheet on Publisher
- Add the relevant topic information and images that have been collected to the presentation
- Both presentations Wellness Topic and Health and Safety Topic need to be sent to the Recruitment Consultant and Regional HR Manager to have signed off before sending it to all staff every month
- Wellness Topic must be sent out on the 1st Wednesday of every month
- Health and Safety Topic must be sent out on the 2nd Wednesday of every month
- Manage and maintain all benefits and communication surrounding benefits:
- Lifestyle
- Employer of choice
- Standard benefits
- Constantly source and investigate new benefits
- Investigate staff incentives
- Send out the first Thursday of every month
- Update brochure and send out on the first Thursday of every month
- Valentines Day: Mailer to be designed and gifts for staff
- Easter: Mailer to be designed, gifts for staff and competition
- Mothers Day: Mailer to be designed
- Fathers Day: Mailer to be designed
- Secretaries Day: Organise gifts for PA to MD and PA to General Manager.
- Mandela Day: Mailer to be designed. Team of staff to be organised to participate in Mandela Day event
