JOB ROLE REQUIREMENTS
QUALIFICATIONS:
- Grade 12
- Additional certification in (for example) Office Management would be advantageous
EXPERIENCE:
- Proven work experience as a Receptionist, Front-Office Representative or in a similar role.
- Previous experience with Microsoft Office software preferred.
KNOWLEDGE REQUIRED:
- Hands-on experience with office equipment (e.g., printers).
- Familiarity and knowledge on phone systems and switchboard operations.
SKILLS REQUIRED:
- Professional attitude and professional appearance
- Excellent multi-tasking and Excellent organizational skills
- Ability to deal with pressure.
- Solid written and verbal communication skills
- Ability to be resourceful and proactively resolve issues as they arise.
- Telephone Skills
- Listening Skills
- Customer Focus
JOB ACTIVITIES:
KEY PERFORMANCE AREAS (KPA'S)
1. Answering and Screening Calls
- Answering, screening and transferring incoming calls to relevant personnel.
- Taking messages.
- Answering customer queries by providing basic and accurate information via phone/email.
- Transferring customers to the nearest Eskort Stores.
- Updating the telephone list on a monthly basis.
- Operates the telecommunication system of the Company.
2. Limited Cusotmer Complaint Handling
- In the absence of the Customer Engagement Lead, the Receptionist will be responsible for:
- Taking the Customer’s details and complaint information
- Completing a Customer’s Complaint form and sending it to the Engagement Lead if not too urgent, otherwise discussing it with Technical Manager for further correspondence.
3. Ordering of Office Supplies
- Office Supplies and Procurement Coordination.
- Ordering of other office consumables such as cleaning supplies, basic food items on an ad-hoc basis.
- Ordering of Business cards for staff including Store Cards for the Sales Team.
- Making sure the Stationary cupbourds are neat, tidy and organised in accordance with the Quantum Lean Principles.
4. Welcoming Guests/Visitors
- Serving guests by greeting, welcoming, directing them appropriately and offering refreshments.
- Accepting courier parcels (including mail deliveries) and ensuring that relevant parties receive parcels.
- Assist with Guest Wi-Fi passwords as and when required.
5. General Administration and Office Support
- Responding to Irene inbox emails, and managing the inbox (e.g. deleting spam, forwarding important emails to relevant parties and organising)
- Diary Management for different Boardrooms.
- Calling of Electricians/Plumbers/Technicians or other Suppliers to come out when necessary
- Booking of Couriers for different Departments.
- Helping with deliveries to the office.
- To coordinate Clover Office Stock between the two different buildings, as well as different departments.
- Helping out with updating the car park schedules as changes arise.
- Updating the birthday list of the Irene Office staff and MANCO.
- Offering administrative support to MANCO.
- Performing other clerical receptionist duties such as filing, photocopying, and printing.
- Keeping a safe and clean reception area by complying with procedures, rules, and regulations.
- Ensure that the reception area is tidy and presentable, with all necessary stationery and material
- Perform any other administrative or reception-related duties as reasonably requested by the Personal Assistant to the Group CEO.
