Description:
QUALIFICATIONS AND EXPERIENCE:
• Grade 12 (Matric)
• Minimum of 2 - 4 years’ experience in administrative environment.
• Strong Proficiency in relevant computer packages (MS Office) and software packages (MS Office)
Office Support:
• Maintain the reception area. Must always look professional.
• Ensure the efficient and effective operation of the reception area.
• Answer all incoming calls and direct caller’s inquiries to the relevant person.
• Communicate detailed and accurate messages to staff members.
• Receive and act as first point of contact for all contractors/customers/ tenants and assist with queries.
• Hostess and welcome guests, directing them to appropriate boardroom.
• Preparing boardrooms for tenants, clients, and team meetings.
• Inform relevant staff of visitors’ arrival.
• Offer refreshments to visitors.
• Assist scheduled contractors with access to the building.
• Manage communication to both retail and corporate tenants at the Marc.
• Daily checks on the cleanliness of the precinct e.g. bathrooms, pick-up zones, smoking areas.
• Keep and maintain a key register for all vacant shops and offices within the precinct.
• Project a professional image of the company by:
o Delivering friendly and efficient service.
o Ensuring calls are dealt with speedily.
o Effectively answer or direct queries or enquiries.
• Assist the property management team with all administrative functions of the office.
• Ensure all new tenants are sent flowers to welcome them to the Marc.
• Update the internal telephone directory monthly.
• Responsible for all other duties as assigned by management.
Administration of Precinct:
• Professionally and effectively, and in accordance with specific policies and procedures, administer and manage the facilities management services for the precinct in respect of:
o Processing of internal & external written and telephonic communications
o Logging calls for all reports handed in by the service providers or property management team.
o Assist in managing invoice spreadsheets and ensure that contractor’s quotes and invoices have been forwarded for payment to the finance department.
o Follow up on all outstanding invoices to ensure payment is made.
o Assisting with the coordination of cleaning
o Ensure enough cleaning staff, as per SLA is on site daily.
o All equipment is available and fully functional.
o Ensure security is on site, as per SLA.
o Daily efficiency of the help desk.
o Attend all Property Management Meetings, record and communicate minutes time...