As the Receptionist, you will be the first point of contact for clients, customers, and other external parties who interact with our company via phone, email, or in-person visits. Your role is critical in creating a positive initial impression and setting the tone for their experience with our organization.
Reception Duties:
- Answering and managing incoming phone calls, directing them to the appropriate person, and ensuring that all calls are handled in a professional and courteous manner.
- Taking accurate and detailed messages, ensuring that they are relayed to the relevant person in a timely and efficient manner.
- Receiving and managing deliveries, ensuring that they are properly documented and directed to the correct person or department.
- Providing exceptional customer service, answering queries, and furnishing information to clients and visitors as needed, or directing them to the appropriate person.
- Acting as a liaison between clients, visitors, and internal teams, ensuring seamless communication and a positive experience.
Office Administration:
- Ensuring that invoices are accurately prepared, signed, and sent to the accounts department in a timely manner.
- Assisting driver/generator operators with their monthly claim sheets, ensuring accuracy and attention to detail.
- Supporting the Operations Manager with various ad hoc responsibilities as requested, demonstrating flexibility and a willingness to assist.
- Greeting walk-in clients, directing them to the appropriate person, and ensuring that they feel welcome and valued.
Qualifications:
- National Senior Certificate or equivalent, providing a solid foundation for your skills and knowledge.
- National Diploma in Office Management or related field, demonstrating your expertise and potential.
- At least 2 years of experience as a Receptionist, showcasing your proficiency and ability to excel in this role.
- Proficiency in Microsoft Office Suite, specifically in basic applications such as Word, Excel, and Outlook.
- Advanced language proficiency in English, enabling effective communication with clients, colleagues, and external parties.
Technical/Job Specific Competencies:
- Demonstrating exceptional accuracy and attention to detail in all aspects of your work.
- Proactively monitoring and following up on tasks, ensuring timely completion and delivery.
- Displaying excellent planning and organizational skills, prioritizing tasks and managing multiple responsibilities.
- Initiating action and taking the lead when necessary, showcasing proactivity and a willingness to assist.
In this role, you will be the face of our company, and your exceptional customer service skills, attention to detail, and organizational abilities will be critical in creating a positive experience for our clients and internal teams.