Front Office Hostess (AA Disabled applicant)

Area: Sandton

Package: Market related

Fulfilling the role of Front Office Hostess is a varied position which demands an energetic and confident personality. Being a Customer service driven organization, it is imperative to provide professional support in terms of managing both the Front Office and our valued guests for the duration of their visit.
Our Company’s reputation is key and our Front Office depicts our Company’s image. Our Company’s reputation is our survival and success and public relations is the discipline that looks after our image and reputation.

Job description
• Maintaining a meticulously tidy front office, boardrooms and surrounding area.
• Maintaining a well-groomed personal corporate appearance.
• Competency in General Company knowledge.
• Understanding Company brand identification and corporate image.
• Presenting a confident and controlled disposition and professional behaviour.
• The ability to deal with different cultured people.
• A command of good written and verbal communication.
• Communicate with others in a personal but professional manner and ensuring the interaction with visitors remains friendly and comfortable.
• Serve as an information and communication facilitator and to keep guests well informed.
• Disseminate information and have good listening skills.
• Prevent misunderstandings and the ability to identify demanding personalities and effectively influence possible conflict positively.
• Plan and schedule.
• Welcome visitors.
• Sign / stamp gate pass for ease of departure after meeting has been concluded.
• Guide visitors to visitors lounge and advise the Wi-Fi connection password.
• Inform visitors of where amenities are located such as bathrooms, coffee and beverage station and visitors work station.
• Liaison with staff on arrival of visitors and the visitor’s whereabouts.
• Keep visitors informed.
• Accompany visitors to nominated boardroom at appropriate time for commencement of meeting.
• Manage boardrooms and boardroom reservations.
• Coordinate boardroom reservation requirements with respective Chairpersons.
• Arrange and set-up electronic and other equipment requirements for meetings in conjunction with PA responsible for IT equipment.
• Produce boardroom itinerary placards (outside each boardroom).
• Order refreshments for meetings.
• Arrange immediate clearing of crockery and tidying up of boardroom after meetings have concluded.
• Prepare and maintain beverage stock requisitions and stock levels in conjunction with Administration Manager.
• Prepare and maintain boardroom stationery stock requisitions in conjunction with the PA responsible or stationery supplies.
• Check and confirm expected visitors and expected deliveries to inform building Receptionist on the Ground Floor.
• Communicate with gate security when necessary.
• Check electronic and hard-copy boardroom reservation diaries for preparation of boardroom placards.
• Check that specified electronic equipment is communicated with the I.T. PA and paced in boardrooms timeously.
• Check hot and cold beverage stock replenishments at guests coffee station.
• Ensure water cooler is sufficiently full for visitor’s consumption.
• Check with relevant PA if canapé order can be expected for specific meetings.
• Ensure Wi-Fi connection is available for guests.
• Managing front office.
• Deal with general enquiries.
• Receive deliveries.
• Dispatch courier deliveries.
• Pay attention to staff movement in the office as well as entering and exiting the office.
• Dealing with correspondence (written or electronic).
• Dealing with guest requests (general and copies, e-mailing, Wi-Fi connection and work station etc.).
• Conduct searches to find information, using the Internet.
• Learn to operate new office technologies as they are developed and implemented.
• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for various electronic applications.
• Relieve switchboard operator when required.
• Comply with the Company’s ISO Quality Management System and Complete relevant ISO forms.
• Conduct filling system in accordance with the Companies ISO Filling Procedure and comply with standard formatted documents.
• Ensure availability for scheduled Admin Internal Audits.
Additional responsibilities :

Other duties as assigned. Relieving Front Office Receptionist with all duties whilst on lunch, on leave and monthly afternoon’s off. The responsibility of managing the Front Office is an equally shared responsibility between the Front Office Hostess and the Front Office Receptionist. It is imperative that the function of both Front Office designations are able to fulfill the duties of the other.

Qualifications Required :

Personal Assistant / Secretarial or Public Relations or similar qualification and Reception and switchboard experience.
Experience in customer service principles and practises.

Skills Required :

Computer Packages :
Microsoft : Word, Excel, PowerPoint, Outlook, and Internet

Knowledge and skill requirements :
1. Basic reading, writing, and arithmetic skills required. This is normally acquired through a high school diploma or equivalent.
2. Knowledge of Microsoft Office and telephone protocol. Computer literate with the ability to learn new software applications. Duties require professional verbal and written communication skills and the ability to type a minimum of 60 wpm.
3. Visual work requires attention to detail, excellent organizational skills, and discretion with confidential information. This is normally acquired through a combination of the completion of an associated course or diploma and / or three (3) to five (5) years of secretarial, personal assistant or public relations experience.
4. Work requires willingness to work a flexible schedule.
Other Requirements :

Attributes for a Front Office Hostess :
• Be organized
• Be methodical
• Be competent
• Pay attention to detail
• Be service orientated
• Have good time management skills
• Have good telephone manners
• Have good communication skills
• Be able to work independently and in a group
• Be friendly and approachable
• Polite and precise
• Be trustworthy, dependable and flexible
• Practice discretion and integrity
• Have a positive attitude
• Reliable attendance
• Reliable transport