Description:
Our government agency client in East London is urgently looking for an experienced Receptionist to support the Support Services Manager on a 6-month contract.
Switchboard Management and Maintenance
· Answering and appropriately responding to incoming calls
· Directing calls appropriately
· Taking messages and sending these to the appropriate parties
· Notify supplier of switchboard issues and ensure they get resolved.
Front Office Management
· Welcome visitors and prepare refreshments for visitors at the receptions area
· Directing visitors to appropriate staff and venues
· Coordinating visitors by adhering to visitors sign in processes
· Assisting with queries where necessary
Meeting Room Administration
· Planning and scheduling the booking of meeting rooms
· Ensuring that meeting rooms are prepared for meetings
· Allocating and managing meeting room tools and equipment such as data projectors, flip charts and teleconference portals.
· Ensuring that appropriate equipment for meetings is set up and working
· Ensure that refreshments for meeting is set up at all times
General Administration
· Distributing mail and faxes
· Maintaining internal telephone lists
· Ensuring that all telephone related information is available
· Coordinate the repair, maintenance and utilization of office equipment including telephone equipment
· Ensuring stock of stationery and other office supplies is at the correct levels
· Ordering of stationery when required and complying with the procurement process
· Typing of submissions and filing
· Any other administration support required
Ad Hoc
· Any other duties which may be assigned from time to time
Qualifications & Experience
· Grade 12 or similar qualification
· At least 2 years’ experience as a receptionist and managing a front office
· Excellent communication and customer service skills, great relationship management skills, stakeholder management skills
Great at conflict resolution, ethical, high level of integrity, problem solver, professional, great at planning and organizing
Must have a clear ITC (Credit record), clear fraud, clear Crim