• Receptionist

    Location ZA
    Posted Date 2 months ago(3/27/2018 4:25 PM)
    Job ID
    2018-3131
    Category
    International Positions
  • Overview

    Receptionist needed to ensure the smooth running of the office by contributing to the provision of quality services including administrative support to the organization.  This role will necessitate a high standard of personal demeanor including professionalism when dealing with clients, internal and external.  The receptionist will be required to demonstrate initiative and work as an enthusiastic team member in accordance with the organization’s office routines and procedures.

     

     

    Responsibilities

    •  Manage all incoming call
    • Take and deliver messages or transfer calls to voice mail when staff is unavailable
    • Answer any questions and if unable to, refer to appropriate staff
    • Keep an updated list of internal telephone extensions
    • Welcome on-site visitors, determine nature of visit and announce visitors to appropriate personnel
    • Assist with offering coffee and tea if the relevant staff are not immediately available
    • Receive or collect post, sort incoming mail and record incoming mail and distribute mail to relevant staff members
    • Organise regular courier services as requested
    • Set up a meeting room booking schedule and ensure all staff are aware of bookings
    • Ensure cleaning staff are aware when a meeting starts and ends so that they can clear the rooms and regularly check that the meeting rooms are neat
    • Process faxing, printing, photocopying and scanning requests as assigned
    • Taking minutes as required
    • Contribute to the office being run efficiently and effectively and supporting staff working in a safe and secure environment
    • Liaise with security regarding security issues
    • Perform other duties as assigned

     

    Required Qualifications

    • Certificate or Diploma in Office Administration or equivalent

    • 3+ years’ relevant working experience
    • NGO experience highly preferred
    • Excellent understanding of Microsoft Office
    • Excellent typing and word processing skills
    • Experience working in a busy office
    • Excellent communication and writing skills in English and another SA language
    • Experience working in a diverse organization
    • Self-motivated, proactive and have a positive attitude to work requiring minimum supervision
    • High attention to details
    • Be cooperative, hardworking, flexible & dependable
    • Ability to communicate effectively, instilling trust and confidence
    • Excellent interpersonal and communication skills
    • Reasoning Ability - applies common sense understanding to carry out detailed, but uninvolved, written or oral instructions
    • Dependable - follows instructions, responds to directions from management, takes responsibility for own actions and keeps commitments
    • Reflective and open to learning
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