Arms Audit: Receptionist

Introduction

Our company is looking for a suitably qualified and experienced Receptionist to join our dynamic team.

Purpose of the role

The reception is responsible for on and offsite representation of the company to outsiders through professional dealing with the customer over the phone or in person.  S/he will be the first point of contact for the entire organization, which requires a positive attitude and polished, professional appearance. This position requires mistaking will multi-task a variety of front office activities.

Duties & Responsibilities

Operations / Switchboard

  • Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures).
  • Answering, screening and distribution of all switchboard calls
  • Distribution and escalation of emails to relevant emails
  • Receive, take and immediately communicate all messages for unavailable staff members.
  • Updating of documents: telephone lists, telephone schedule, birthday list etc.
  • Ordering stationary
  • Ordering office refreshments/supplies when required
  • Coordinate and manage meeting rooms’ schedules.
  • Ensure that meeting rooms are always neat and prepared for meetings (cleanliness, air conditioner, lights, blinds & stationery)
  •  Co-ordinate refreshments (coffee and tea) with housekeeper as requested with booking
  • Receive incoming and dispatch outgoing parcels and mails on behalf the company
  • Make calls to request certain information from other business stakeholders

Customer/ Client Service

  • Strict Management of daily access to the premises by outsiders
  • Welcoming on-site guests (customers, visitors and other stakeholders), in a prompt, professional and friendly manner.
  • Determine nature of business/ visit, and announces guest and direct to appropriate personnel
  • Provide basic and accurate information in-person and via phone/email

Administration

  • Assist with administrative and clerical duties to include copying and organizing/maintaining files

Health and Safety

  • Familiarise yourself with and adhere to all health and safety rules and regulations, standards, policies and procedures
  • Report (do not fix) all hazardous and unsafe work situations, conditions and environment ie lights, electric cables, plugs, shelves etc.
  • Ensure compliance and adherence by all to health and safety rules, regulations, policies and standards.

General

  • Observe and implement the values of the company at all times.
  • Familiarise yourself with and adhere to all company rules and regulations, standards, policies and procedure.
  • Always ensure and work towards supreme customer service and satisfaction through elimination of mistakes and errors as well as applying sense of urgency.
  • Report any irregularities by fellow employees, superiors, customers and any other person(s).
  • From time to time you will be required to take on additional responsibility and/or work

 

Desired Experience & Qualification

  • Grade 12 or equivalent
  • Diploma/Degree in Accounting or  Auditing
  • Minimum of a year experience in management of the front-line office
  • Solid MS Office skills (Word, Excel, Outlook and electronic diary management etc)
  • Clear criminal and credit records

Attributes, Skills and Abilities

  • Uncompromised severe degree of diligence, ethics, honesty and integrity
  • Exceptionally well groomed, strong corporate profile, friendly and approachable always
  • Strong command of the English language with strong interpersonal skills.
  • strong corporate profile.
  • Able to multi-task.
  • Strong time management and punctuality

Package & Remuneration

Market Related