Receptionist - Pretoria

Receptionist
Location: Pretoria
Permanent

Purpose statement
To apply processes to ensure the smooth running of the EF Groups Office with a focus on reception.

Subordinates:
Office cleaners

Job objective

Primary Objective
Switchboard
Receptionist
General
Travel Arrangements

Duties
Reception, boardrooms and parking
Efficient operation of the switchboard;
Switching modes, answering all incoming calls promptly and politely; assessing caller’s requirements; transferring calls; taking messages; delivering messages to the relevant staff member timeously
Ensure that the extension list for Head Office staff is continuously updated
Manage and update the boardroom calendar
Greet visitors and staff
Maintain overall appearance of reception and all boardrooms in line with the company’s mission and vision
Ensure equipment in the reception area and all boardrooms are functioning
Ensure boardrooms are neat and usable at all times.
Co-ordinate with the office cleaner in order to prepare the boardrooms for meetings
Liaise with security regarding the booking of client/visitors parking
Control staff parking and update staff parking list when necessary
Attending to the setting up of the office at start of business and shut down at close.

General office
Responsible for managing all outgoing and incoming couriers, receiving and cross-checking goods upon delivery
Liaise with telephone system provider with regard to any faulty telephones or any changes that need to be made on the system
Supervise the maintenance of the office equipment, including PC hardware, laptops, printers and scanners
Ensure that the technology in the office functions correctly ie. Wi-fi networks, the video-conference facility, computers, TV’s.

Travel Arrangements
Arrange and manage all travel arrangements and Hotel accommodation for all entities
Ensure that travel policy procedures are followed

Job Evaluation Criteria
Formal Education
Minimum requirement:
National Certificate (Matric) NQF4

Experience:
2-3 years relevant experience

Critical Competencies

Knowledge
Basic level of Microsoft Word, Excel and Outlook
Good knowledge of English and Afrikaans
Excellent telephone etiquette

Skills and Attributes
Polite
Friendly
Professional and presentable
Reliable
Strong work ethic
Energetic and enthusiastic
Team player
Pro-active
Effective communicator
Planning and organising

Only short-listed candidates will be contacted.

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