Receptionist/Administration & Client Co-ordinator

JOB SPECIFICATION

JOB TITLE: Receptionist/Administration & Client Co-ordinator

REPORTING TO: Branch Manager

UNIT/GROUP: Western Cape – Willowbridge

OVERALL PURPOSE OF JOB:

The receptionist is responsible for providing secretarial, clerical and administrative support to ensure that the Willowbridge site services are provided in an effective and efficient manner.  To deliver courteous and efficient customer service, always.  Our business is Business Continuity, but our approach is Hospitality.

MAIN RESPONSIBILITIES/TASKS:

  • Switchboard & Reception
    • Manage Switchboard, receive, direct and relay telephone calls and messages courteously and professionally
    • Manage Reception
      • Management of daily access control on site
      • Familiariser herself with all security and equipment indicator panels in reception and alert the responsible persons in the event of an incident
      • Ensure that all visitors to the site complete the visitors register and keep the records of these entries and highlight any irregularities
      • Issue, receive and record visitor access control cards
    • Access Control
      • Creating and managing access control of clients or visitors
      • Ensure that appropriate registers are completed
      • Ensure that all visitors’ cards are returned and accounted for
    • Monitor display showing CCTV activity
    • Report any site or equipment maintenance issues to the Branch Manager & Growthpoint as appropriate
    • Manage and control the key cabinet and control register
    • Always ensure that a stand-in is in place when stepping out
  • Client Co-ordination
    • Responsible of following the correct procedures of giving clients access to the site
    • Ensure the reception area, pause area and boardrooms are presentable and clean
    • Manage the reservation and use of the boardrooms
    • Advise the Client Manager when clients come on site
    • When requested arrange refreshments for clients using the boardrooms
    • When clients are on site doing testing, make brochures of food ordering services available to them
    • Order food when required by clients while they are on site
    • Manage parking bay allocations during testing, and inform Clients of allocations before arriving on site
    • Liaise with parking attendants, when necessary
    • Arrange client signage for client testing days
    • Ensure that adequate coffee, tea, sugar, milk & biscuits are available for client test days
  • General Office Management & Administration
    • Maintain the general filing system and file of correspondence
    • Manage Petty Cash and account for the float by reconciling daily
      • Daily float reconciliation
      • Fortnightly return to Finance and reimbursement to top up float
    • Supplier & Vendor Administration
      • Follow process to ensure new suppliers are created in the Finance system
      • Obtain quotes for equipment & services
      • Generate orders and obtain approval signatures
      • Marry invoices to orders & quotes and submit for payment
      • Prepare monthly expenditure report
    • Provide MS Office skills (Word, Excel & Powerpoint) and secretarial support
      • Assist with sales proposal
      • Assist with preparation of presentations
      • Printing of brochures
      • Creation of client sign-in registers
      • Creation of client parking lists (as relevant)
      • Creation of client specific signage
    • Management of 3rd party cleaning staff
    • Issue, receive and record visitor access control cards.
    • Issue removal permits for any equipment removed from the premises and file the records as well as updating the information electronically
    • Responsible of following the correct procedures of giving clients access to the site
    • Management of consumables, regular stock taking and ordering through the correct channels and following the correct procedures
    • Management of Office supplies, regular stock taking and ordering through the correct channels and following the correct procedures
    • Management of all crockery and cutlery, stock taking and counts to Branch Manager
    • Inventory control of the Medical Aid room and toiletries cupboard and pass the information to the Branch Manager
  • Deploy any Company specific projects in line with company standards and in agreement with Manager

CONTACTS:

  • Internal: ContinuitySA’s employees
  • External: Clients, Service Partners and Technology Vendors.

OTHER REQUIREMENTS OF THE POSITION

  • Living in the Tyger Valley Area or close vicinity
  • Flexibility to work after normal working hours
  • Good work ethics.
  • Dress professionally and be presentable when on CSA premises
  • Become knowledgeable in the daily working of CSA and its goals.
  • Must attend work from 8hoo to 17hoo.  Must be able to work over a weekend from time to time

KNOWLEDGE, SKILLS and COMPETENCIES:

  • Answer all incoming calls and handle callers inquiries professionally
  • Re-direct calls as appropriate and take adequate messages when required
  • Greet, assist and or direct visitors/clients
  • General office administration and filing of documents
  • Ad hoc administration as and when requested
  • Creating and managing access control of clients or visitors
  • Management of office supplies and consumables count sheet update and to get the manager to authorise the needs identified
  • All ad-hoc administration duties in a timely manner
  • Filing of administration following the correct procedures
  • Ensure all Policies and Procedures are deployed throughout the area of responsibility
  • Ensure that all interactions are captured on the relevant system in the approved manner

MINIMUM EDUCATION, QUALIFICATIONS, EXPERIENCE REQUIRED BY INCUMBENT:

  • Matric with Exemption.
  • Tertiary education, preferably in an office/reception procedures course
  • Minimum of 3 years in an similar position at a busy front office reception area

OPTIONAL ADDITIONAL EDUCATION, QUALIFICATIONS, EXPERIENCE BY INCUMBENT:

  • Computer literacy course in MS Office.
  • Customer service skills, business communication and writing skills

CANDIDATE PROFILE and ABILITIES:

  • Good interpersonal skills
  • Good active listening skills
  • Good organisation and time management skills
  • Professionalism in interactions & attire
  • Telephone skills
  • Client focused
  • Attention to detail
  • Problem solving skills
  • Ability to work under pressure
  • Must show initiative and be proactive
  • Must be reliable and honest
  • Office administration
  • Client service
  • Excellent Microsoft Office knowledge of Word, Excel spreadsheets etc.

How to Apply

All CV’s to be submitted in HR by close of business on the 7 July 2017.

Download the job specification here or apply now.