Title: Receptionist 

Location: Cape Town (Mowbray)

JOB SPECIFICATION
Key Roles and Responsibilities

1. Front Desk Management and Hospitality

• Meet and greet clients
• Receive, sign, and distribute packages internally
• Arrange courier collections and deliveries
• Ensure that meeting rooms are booked and maintained
• Ensure refreshment and catering orders are placed

2. Switch Board Management

• Ensure all calls are answered and screened before transferring
• Assist with making/ transferring calls for employees who do not have outbound call access

3. Stock take & Orders and Purchases

• Ensure stationery stock take is completed monthly
• Place weekly orders: drinks, coffees, teas, fruit, water, milk and groceries
• Place monthly orders for cleaning products, stationery, gas for keg
• Adhoc purchases for departments e.g. plugs and leads
• Order first aid supplies upon request
• Purchase office furniture and repairs on request

4. New Starters

• Complete application form for new starter access tags
• Order company branded items when needed for new starter kit

5. Building maintenance

• Ensure Quartey service for air conditioner
• Log calls for faulty air conditioner, plumbing, and electrical maintenance
• Ensure weekly maintenance of plants, sanitary bins, and air freshner
• Ensure quartley pest control is done
• Book handy man for ad hoc repairs and assistance
• Ensure that recycle bins are managed and collected monthly

6. Finance and PA duties

• Processing of payment invoices
• Saving creditor invoices
• Assisting with bank recons
• Filing of all paper invoices, loan accounts and bank recons
• Book travelling and accommodation for Directors
• Run errands as requested for Directors

7. Administration and ad hoc duties

• Printing, binding and laminating of documents
• Issue stationery
• Ensure that congratulatory emails are sent out to the business for birthdays and baby announcements
• Arrange gift cards vouchers and flowers when requested
• Arrange car wash schedules and payments fortnightly

CORE SKILLS/COMPETENCIES:
Technical skills required to the job:

• Microsoft Office (Excel, Word & PowerPoint)
• Experience with switchboard management
• Written and verbal communication
• Professional business writing
• Business and telephone etiquette
• Administration skills
• Interpersonal skills

MINUMUM REQUIRMENTS:

• Matric (Accounting advantagoues)
• Office administration course is advantagoues
• A minimum of 1-2 years’ experience in a similar role
• Code 8 license with own transport (Monday to Friday in office)

RECRUITMENT PROCESS:

• Competency based interview to assess above requirements
• Applicable assessment
• Background checks
If you are interested in applying, please email your updated CV to [email protected] Please add the name of the vacancy to the subject line of your email