Job Description

JOB PROFILE

JOB PURPOSE
The core purpose of the role is to ensure the efficient control of the front office desk and provide administrative support, that cultivates an image of professionalism and efficiency to all stakeholders.

KEY PERFORMANCE AREAS

• Reception Control
• Administration
• Customer Service
• SHEQ Integrated Management System control

MAIN RESPONSIBILITIES

Reception Control

• Co-ordinate and operate the switchboard in a timely and efficient manner by responding to external and internal telephonic queries and redirecting callers to the correct responsible party where necessary.
  • Always maintaining a friendly and professional persona.
  • Re-direct calls and take and distribute adequate messages.
• Greet and welcome guest as soon as they arrive at the office and direct as required.
• Arrange refreshments for guests, meetings etc.
• Management and distribution of extensions lists.

Administration

• Corporate wear management.
  • Coordinate corporate clothing orders for all branches.
    • Ensure correct allocation of corporate clothing per employee based on entitlement.
    • Ensure corporate clothing order is placed upon anniversary requirements.
    • Obtain sizes and corporate clothing preferences.
  • Obtain quote from provider on the order per branch.
    • Ensure Branch Managers sign off quotes for approval.
  • Place order with the suppliers and communicate progress of order continuously with supplier and the branches.
  • Receive corporate wear upon delivery and distribute accordingly to the branches as per the order.
    • Verify that the invoice is accurate, and order received in good order.
  • Post Goods Received Vouchers (GRV) on SAGE for all corporate clothing ordered.
    • Allocate costs per branch.
  • Source providers for corporate wear, as required.
• Administering of travel requirements, as required.
  • Booking accommodation.
  • Booking vehicles.
  • Booking flights.
• Control office supplies.
  • Order supplies and keep inventory of stock.
  • Post Goods Received Vouchers (GRV) on SAGE for all supplies ordered.
  • Arrange services for the Printers and/or Bathroom sanitations in line with requirements.
• Complete general administration duties as required by the needs of the company.
  • Filing, photocopying, binding of manuals.
  • Archiving of historic documents.
  • Data capturing.
  • Add new employees to clock-in system.
  • Offer administrative support across the company, as required.
• Arrange printing as required by the needs of the company.
  • Obtain quotes.
  • Ensure timeous receipt of printing and distribute accordingly.

Customer Service

• Always provide excellent customer service.
• Contact customers to determine customer satisfaction levels, as required.

SHEQ Integrated Management System control

• Ensure adherence to the OHS Act.
  • Take reasonable care for the health and safety of themselves of other persons.
  • Co-operate with the employer to enable prescribed duties or requirements to be complied with.
  • Carry out any lawful order given and obey the health and safety rules and procedures.
  • Report any unsafe or unhealthy situation to the employer.
  • Report any incident to the employer.
  • Comply with health and safety plans
• Ensure the front office maintains and complies with standards of health and safety, and hygiene always.

KEY JOB REQUIREMENTS

QUALIFICATIONS
Grade 12 or equivalent.

EXPERIENCE
Relevant years’ experience in a similar position.

SKILL REQUIREMENT AND KNOWLEDGE

• Computer literacy with Proficiency in MS Excel at an intermediate level.
• Proficient in SAGE / Pastel at a basic level.
• Awareness and understanding of the ISO Standard requirements relevant to the position.

DISTINCTIVE COMPETENCIES FOR POSITION

• Ensures that matters are handled in an orderly and accurate manner from start to finish.
• Works hard and independently to achieve tasks.
• Sets priorities.
• Easily interacts with people from various backgrounds.
• Strives for good relationships by adapting when necessary.
• Makes contact in a way that others consider pleasant.
• Deals with clients in a friendly manner.
• Shows involvement in the client's problem.
• Focused on excellent Customer Service
• Keeps promises.

REQUIREMENTS AS AN ADDED BENEFIT

• Experience in the aluminium profiles, -systems and –accessories environment or similar.
• Valid Code 8 Driver’s License.
• A Certificate in Office Management / Office Administration (NQF 5) or equivalent qualification.