Description:
Hiring: Receptionist and office admin assistant
Location: initially based in Snadton and then to move the new premises in Kempton Park.
Resposnibilities.
Communication and Correspondence:
Answering and Managing Calls: Handling incoming calls, taking messages, and directing calls to the appropriate extensions.
Email Management: Sorting, distributing, and responding to emails.
Mail Handling: Receiving, sorting, and distributing incoming mail and packages. Preparing outgoing mail.
Front Desk Management:
Greeting Visitors: Welcoming clients, customers, and other visitors in a professional and friendly manner.
Visitor Management: Visitor screening and ensuring security protocols are followed.
Answering Inquiries: Providing information to visitors and directing them to the appropriate person or department.
Maintaining Reception Area: Keeping the reception area tidy and organized, ensuring it presents a positive image of the company.
Maintaining general office area: Ensuring that the entire office is clean and organised on a daily basis.
Administrative Tasks:
Scheduling and Appointments: Scheduling meetings, booking conference/Boardrooms, and managing calendars.
Data Entry and Record Keeping: Entering data into computer systems, maintaining records, and filing documents.
Ordering Supplies: Monitoring office supplies and placing orders when necessary.
Preparing Documents: Creating and formatting documents, such as letters, memos, and reports on request.
Travel Arrangements: Booking travel and accommodation for staff.
Basic Accounting: Processing invoices and expenses.
Co-ordinate multiple internal and external meetings with ease and efficiency.
Other Duties:
Providing refreshments: Offering tea, coffee, or other refreshments to visitors, arranging meeting snacks when required.
Handling complaints: Addressing visitor complaints or concerns in a professional manner.
Liaising with other departments: Communicating with other departments to ensure smooth operations.
Assisting with events: Helping to organize company events or meetings