Receptionist

Serve visitors by greeting, welcoming, and directing them appropriately; notifies company personnel of visitor arrival; maintains security and telecommunications system. Provide office admin and support to ensure organisational effectiveness and efficiency Key Accountabilities/ Principle Responsibilities

Reception

Effective reception services to support office operations

Switchboard management

Reception appearance and adherence to business etiquette

Visitors and register management

Courier management

Management of deliveries and receiving

Message taking

Reception security

Boardroom/s management and assist with setup

Provide efficient and professional reception services to support client operations

Respond to all calls in professional manner, ensuring professional image is projected always

All telephone messages to be communicated to the intended person as promptly as possible

Ensure confidentiality of privileged information at all times

Discretion to be applied when handing out information

Any issues of a sensitive nature to be passed to relevant manager

Ensure no personal or confidential information relating to staff / client to be to be telephonically or personally to any person

Ensure no information regarding the Company financial status or client base to be telephonically or personally to any person

Administration

Managing purchase order book

Distribution of office publications

Neatness of office printer areas

Co-ordinating with shredding company

Printer readings and ordering of toner cartridges & paper

Ordering of office supplies and liaising with vendors

Control of stationery cupboard

Assist with archiving process

Liaising with maintenance department

Record keeping of moveable assets

Privileged information

Assist with basic filing

Arrange flower/gift baskets

Assist with functions and events

Parking Arrangement

Secretarial support

Copy typing

Source tender documents

General secretarial services

It should be noted that, for operational reasons, it may be necessary to perform tasks other than those described herein from time to time. Prescribed procedures may be amended by management as and when required

Key Skills And Experience

Matric / Grade 12 Certificate

Minimum Of 2 Years Previous Reception Experience Essential

Computer literate (MS Office Word and Excel)

Effective data capturing skills

Excellent telephone etiquette

Efficiently perform all filing duties

Fluent in English

Switchboard experience

Time keeping

Reception desk management

People and Management Skill

Excellent professional and interpersonal skills

Customer service focus

Amicable, engaging, approachable and friendly personality

Ability to Function independently / self-driven

Effective communication skills, both written and verbal

Able to work under pressure

Ability to prioritise tasks

Integrity

Confidentiality

Able to keep track of and complete multiple tasks

Proficient administration skills

Confident

Neat and precise

Key result areas

Understand role of reporting to the business and client

Understand role of managing own outputs are aligned with business requirements

Understand interworking with various teams to ensure client financial compliances

Understanding that feedback and communication is critical to success

Additional Responsibilities And Skills

The employee acknowledges that all duties performed will reflect on the client and will thus act in a professional manner at all times, as FMS is a service provider, all necessary steps need to be taken to ensure that the service has been delivered according to client requirements, and to prescribed service levels