Receptionist

Description:

Reception Duties and Responsibilities

• Greet clients and visitors and set a positive and professional office atmosphere.
• Answer the phone, take messages, and redirect calls.
• Monitor and report line quality to the VoIP team if problematic
• Organise and maintain files and records.
• Manage boardroom bookings and communicate clashes
• Arrange mail collection with the Logistics Supervisor and distribution of mail.
• Receive and distribute supplies and parcel deliveries.
• Record staff movement.

Administrative Duties and Responsibilities

• Order lunch as per the lunch order sheets.
• Reconcile lunch orders daily on spreadsheet.
• Liaise with the lunch suppliers when you have any complaints or queries.
• Manage vending machine refills and maintenance.
• Stationary issue and stock control.
• Weekly audit of stock issued by the cleaning staff (groceries and cleaning products) and report any inconsistency or abuse.

Procurement

• Obtain quotation for stationery and grocery replenishment
• Do PRF’s for all purchases done
• Do PRF for lunch orders to get the vendors paid.

General Duties and Responsibilities

• Report faulty appliance, broken furniture, and structural damage and/or repairs.
• Maintain the Reception SOP and communicate and changes required or suggestions that can be beneficial.
• Monitor the parking and report any problems experienced due to lack of parking to the HR & Facilities Manager.
• Ensure the efficient operation of the company reception and liaise with VoIP to ensure the telephone system is always functional.
• Capturing of stock control sheets weekly.
• Report any abuse of stock or resources
• Assist the Logistics team with scanning and saving of P.O.D’s into Acumati

Requirements:

• Greet clients and visitors and set a positive and professional office atmosphere.
• Answer the phone, take messages, and redirect calls.
• Monitor and report line quality to the VoIP team if problematic
• Organise and maintain files and records.
• Manage boardroom bookings and communicate clashes
• Arrange mail collection with the Logistics Supervisor and distribution of mail.
• Receive and distribute supplies and parcel deliveries.
• Record staff movement.

• Order lunch as per the lunch order sheets.
• Reconcile lunch orders daily on spreadsheet.
• Liaise with the lunch suppliers when you have any complaints or queries.
• Manage vending machine refills and maintenance.
• Stationary issue and stock control.
• Weekly audit of stock issued by the cleaning staff (groceries and cleaning products) and report any inconsistency or abuse.

• Obtain quotation for stationery and grocery replenishment
• Do PRF’s for all purchases done
• Do PRF for lunch orders to get the vendors paid.

• Report faulty appliance, broken furniture, and structural damage and/or repairs.
• Maintain the Reception SOP and communicate and changes required or suggestions that can be beneficial.
• Monitor the parking and report any problems experienced due to lack of parking to the HR & Facilities Manager.
• Ensure the efficient operation of the company reception and liaise with VoIP to ensure the telephone system is always functional.
• Capturing of stock control sheets weekly.
• Report any abuse of stock or resources
• Assist the Logistics team with scanning and saving of P.O.D’s into Acumati

• Matric
• Excel proficient
• Any additional administrative training will be beneficial

• Matric
• Excel proficient
• Any additional administrative training will be beneficial