Core purpose of the role
To manage the professional front-line image and reception function. To perform administrative duties and providing assistance toward Sales/Ops team in order to ensure that work is carried out effectively and within stipulated time frames.
Academic Qualifications
Essential:
Matric Certificate (Grade 12)
A relevant administration, office administration, or business administration qualification will be advantageous
Computer literacy training or certification(advantageous)
Work experience.
Essential:
Minimum 1 - 3 years' experience in a receptionist, switchboard operator, front desk, or customer-facing administrative role
Experience managing a professional reception area, including welcoming visitors, clients, suppliers, and employees.
Previous experience providing excellent customer service in a corporate or professional environment
Experience handling enquiries, taking accurate messages, and directing calls efficiently.
Experience performing general administrative duties, including filing, data capturing, document preparation, and email correspondence
Experience working with Microsoft Office Suite (Word,Excel, Outlook) and office communication systems
Experience dealing with difficult or demanding customers professionally and calmly
Experience supporting office operations, including coordinating couriers, deliveries, visitor access, and general office queries.
Knowledge
Essential:
Technologically sound |Sound understanding of Customer Service principles | Telephone Operating System
Key deliverables and outputs Operational
Operating of telephone system by answering and screening incoming calls and transferring these or enquiries to the relevant person in the correct department
Sending messages promptly and efficiently to personnel
Handling front desk duties
Assisting visitors in a friendly and efficient manner
Assisting with Administration duties on the system in line with company requirements
Couriering of Natis/Keys/Documents timeously daily
Provide general support and assistance to the Sales/Ops team as required
Ordering of office supplies and stationery
Stakeholders (internal & external customers, suppliers, shareholders)
Build and maintain effective internal and external relationships in order to promote business continuity and drive user retention and growth.
Maintain personal effectiveness and communication
Maintain effective oral and written communications with customers and work colleagues.
Demonstrate a personal commitment to suggest ways of doing things differently by improving performance and increase the value created for all stakeholders.
Treat each customer as the only customers
Skills
Essential:
Well-developed communication skills including telephone etiquette
Attentiveness | Time Management | Self-Management'| Computer, technology and systems
Administrative Skills | Attention to detail | Teamwork | Exceptional Customer Services
Personal Attributes
Essential:
Organisational awareness | Concern for communicating clearly & professional
Good interpersonal relationship | Self Confidence | Dependable
Following procedures | Integrity | Reliability |Customer centricity
Advantageous:
Continuous improvement | Commitment for behaving correctly and ethically
Enthusiasm for learning, sharing and growing | Professional appearance
Ability to work under pressure