Job description
The receptionist/front office manager ensures that the reception area is managed in a friendly, professional manner, so that visitors are made welcome and are directed to the correct destination, either personally or telephonically
Responsibilities and activities
Relating to:
Communication:
Is the first point of contact and looks professional, and is helpful, friendly and efficient;
Friendly greeting and attitude, and is respectful and courteous at all times;
Personable and welcoming manner;
Contributes to good client and supplier relations;
Excellent quality of voice, good enunciation, and considered choice of words;
Answers calls timeously and politely – has an effective telephone technique with regards to listening habits, notes and messages;
Manages personal calls during office hours;
Manages the smooth running of the switchboard, reporting and managing any problems;
Knows to the best of her ability when staff are in or out, and communicates to heads of department and human resources;
Specifically does not allow any non-staff member past reception unaccompanied;
Ensures back-up whilst on leave or absent from the board.
Administration:
Updates telephone lists every month, mailed monthly to all users in Johannesburg and Cape Town;
Manages courier services;
Has an updated client list at all times, and knows exactly which accounts each team handles;
Has the map and directions, to be mailed electronically if and when necessary;
Manages boardroom bookings, and ensures the Homemaker knows about the meeting and the meeting requirements with regards to refreshments;
Communicates effectively with outside services as well as internally;
Inputs timesheets onto the Navision system upon request;
Raises House order numbers for flowers or travel bookings;
Travel bookings – flights, accommodation and car hire;
The ordering of flowers or gift baskets;
Provides regular feedback/updates on work in progress or status of specific request;
Orders the alcoholic beverages for the pub;
Stock-take of the pub;
Helps set up for functions, and assists Homemaker with clearing and cleaning boardrooms and breakaway rooms;
Orders soft drinks and condiments when maintenance/administration manager is unavailable;
Restocks the First Aid boxes when necessary to ensure compliance with the COID Act;
Seeks out additional work where necessary, and willingly takes on extra tasks.
Ad hoc requests from PA to CEO, Human Resources, and Management, e.g.:
o Procurement – certificate requests
o Timesheets
o Freelancer tax and ID numbers – assists payroll
o Assists CEO with AMEX statement monthly
o Assists House Creditors with invoices
o Assists Mazda team with third party supplier invoices
o Assists HR with research when requested
Culture:
Contribution to elevating the admin team;
Contributes by effecting innovation that builds a positive agency culture;
Contributes to good client relations;
An ambassador for Grey contributing to a positive agency reputation;
Subscribes and lives the Grey South Africa philosophy;
Actively fosters or participates in fostering a positive work environment;
A builder of partnerships;
Strives for long term relationships and contributes to positive team spirit.
Competencies:
Professional attire and conduct, general appearance of reception;
Helpful and friendly;
Team player;
Attention to detail is vital for this position;
Excellent communication and interpersonal skills;
Professional.
Be able to use
o Switchboard
o Internet
o Excel
o Word
o Navision
o Outlook
If you have not received a response by 28 September 2012, then unfortunately your application has been unsuccessful. Your CV will then be kept on file should something suitable arise in the future.
Contact details
Kathleen Fisher
Grey South Africa
kathleen.fisher@grey.co.za
