RECEPTIONIST

SUMMARY:
An Office Automation company based in Kyalami/Midrand is currently seeking a Receptionist. Must be well presented, professional with a strong work ethic and exceptional telephone manners.

POSITION INFO:
Reception

• Ensure the reception area is always managed professionally and efficiently
• Welcome clients and visitors with a friendly disposition
• Arrange refreshments for visitors
• Answer phone- Divert calls to the correct department/staff member.
• Take messages if necessary
• Keep the reception and work station neat and tidy
• Monitor visitors around the building
• Be vigilant for security reasons/purposes (access-controlled entrance doors)
• Receiving deliveries/parcels for various departments, staff members and advise the relevant person accordingly.
• Make labels for Tenders or files
• Assist various departments with overflow duties

• Log calls for service or toner requests (getting serial numbers, address contact confirmation, calculating yield or meter readings)
• Follow up on clients' requests (especially for toners if they received them)
• Close calls that have been completed

• Send monthly invoices to clients (Debtors) – generate invoices via BPO
• Upload new contracts and link addresses to contracts via BPO
• Get meter readings – via emails or calls
• If necessary, place accounts on hold (due to payments)

• Be aware of any maintenance issues in and around reception - sudden leaks, cracks, loose handles, etc. Advise the building manager accordingly
• Sign office hygiene service providers’ weekly visit reports and records

• Ensure bookrooms are in neat and operational use with refreshments and necessary crockery
• Ensure water machine/coffee machine/fridge in boardroom is in good running order and arrange repairs, if necessary
• Manage bottled water stock for boardroom and executive suite

• BPO (internal) – Would be a great advantage
• MS Outlook
• MS Excel
• MS Word