Receptionist and Office Administrator

Please note that the responsibilities listed below are not exhaustive and may be expanded or modified as necessary to meet the evolving needs of the organization.

MAIN PURPOSE OF POSITION:

The main purpose of the Receptionist includes greeting visitors and helping them navigate through the office.

Attending client’s queries, answering the telephone, and assisting with admin-related functions which include but are not limited to maintaining meeting room calendars appointments. To assist with the day-to-day operations and requirements of the Branch.

Receptionist & Office Administrator Job Duties and Responsibilities.

Reception Administrative Responsibilities

• Serve as the face of the company and create a positive and professional office atmosphere.
• Managing the reception area by always keeping it tidy and presentable.
• Maintain office security by controlling access via the reception desk.
• Attend to all walk-in customers and couriers.
• Answering and screening calls for the Epsidon Holdings switchboards timeously, taking messages, and redirecting calls.
• Prepare the Coffee Station in the morning and make sure everything is ready for the day
• Manage meeting room calendars which include assisting staff with booking meeting rooms and assisting with meeting rooms setting up where needed.
• Receive and distribute deliveries and mail.
• Organise a roster for relief receptionists to ensure all functions are always covered and assist with training all new reception relief staff.
• Assist with day-to-day issues that might arise at reception.
• Receive and distribute deliveries and mail.
• Organise a roster for relief receptionists to ensure all functions are always covered and assist with training of all new reception relief staff.
• Assist with day-to-day issues that might arise at reception.

General Duties and Responsibilities

• Report any issues pertaining to the building to the Branch Manager or the Lessor's building supervisor.
• Ensure the reception runs smoothly and liaise with IT to ensure the telephone system is always functioning.
• Work hand in hand with the CPT/JHB/DBN PA for any maintenance requirements or issues pertaining to the offices.

Office Administration Responsibilities

• Ordering and inventory of Office Stationaries.
• Ordering and inventory of Office Supplies.
• Maintaining marketing inventory lists.
• Maintain the Branch’s Health and Safety sign-in register.
• Maintain the Cleaning Roster and Checklists.
• Completion of Training register.
• Manage the FD CEN shared leave calendar

Internal training associated with competencies:

• During the first week of your employment, you'll be presented with a meticulously crafted learning map designed to seamlessly guide you through your on-the-job training experience.

Requirements:

• Matric
• Computer literacy and working knowledge of Microsoft Packages
• 2 - 3 years of experience in Receptionist and Office Administration.

Skills and Abilities:

• Strong communication skills – verbal & written
• Takes initiative and is pro-active
• Strong Relationship and Self-Management Skills
• Take Initiative
• Ability to remain calm under pressure
• Attention to detail with a high level of accuracy
• Honest and trustworthy
• Highly organised, motivated, and skilled problem solver
• Must be a team player
• Must work well with all kinds of people

Ability to meet Job Requirements:

• Fluent in English
• Own reliable transport and a valid driver’s license

Office Requirements:

• Office-based working environment.
• Semi-formal dress code.
• Working hours are from 08:00 – 17:00.
• Excellent international business language skills (English), both written and verbal.
• Reliable transport to and from the office.

NOTE:

• This is a permanent position subject to a successful three-month probationary period.
• You will be required to perform such duties as reasonably required by the business.
• Your job description may be amended from time to time if it is valid and reasonable.
• You will serve the Company or any Associated Entity in such capacity as management may reasonably require.
• Duties must be performed faithfully, diligently, and to the best of your abilities.
• You agree to use your best endeavors to promote the best interests of the Company and any Associated Entity.
• You may be required within reason, to work outside of set duties and/or perform in more than one role