Receptionist

SummaryTo support the Facilities Management services in the attainment of the allocated portfolio objectives, the creation and maintenance of the infrastructure and establishment of standards of service.

FUNCTIONS / RESPONSIBILITIES: Generic Objectives

•   Must be familiar with the names of the staff in the building
•   Must familiarise self with company product knowledge
•   Ability to plan, organise and control own work effort
•   Good people skills
•   Excellent customer relation skills
•   Good communication skills
•   Literate
•   Understand and follow oral and written instructions
•   Must be able to communicate wellSite Specific Objectives

•   Handle emergency related calls expediently and efficiently when presented
•   Provide general office assistance to the Facilities Helpdesk where and when required
•   Manage a team of Front Office support staff
•   Schedule job rosters for Front Office support staff
•   Liaise with PAs & Executives to implement their requests
•   General Services/Facilities management
•   Adhere to company policies and procedure
•   Greet and welcome guests as soon as they arrive at the office
•   Order front office supplies and keep inventory of stock
•   Update calendars and schedule meetings
•   Keep updated records of office expenses and costs
•   Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing
•   Manage ordering of office consumables
•   Generate reports
•   Manage on office consumables budget
•   Act as the point of contact between the executives and internal/external clients
•   Undertake the tasks of receiving calls, take messages and routing correspondence
•   Handle requests and queries appropriately
•   Maintain diary, arrange meetings and appointments and provide reminders
•   Take dictation and minutes and accurately enter data
•   Monitor office supplies
•   Produce reports, presentations and briefs