Receptionist / Sales Administration Clerk

Description:

Switchboard:
Answering of Calls
Transferring Calls
Taking Messages
Diverting Calls for when not at reception
IT to support
Reception Area:
Lights – Make sure all lights are switched on in the morning and off in the afternoon
Ensure a clean & tidy reception area at all times
Lounge area – Make sure all brochures are stacked neatly
Television – make sure TV is working and the company video is playing
Ensure all downstairs boardrooms are clean & tidy before and after meetings.
Ensure all plants are in a good condition
Report any concerns or problems.
Sales Assistance/General:
Assist with Customer complaints
Assisting walk in customer’s
Sales Reports – Back orders, Sales figures, inventory, customer sales.
Booking appointments
Customer liaison
Booking of Boardrooms
Other possible functions:
Quality Reporting to Germany
Canteen – Data capturing, ordering weekly groceries, stock take, pricelist
Vehicle Service Bookings
Managing schedule for use of company vehicle
Managing Boardroom/Meeting Room
Managing all catering for customer visits/socials/events
Staff Attendance
Managing all visitor forms (Indemnity Form & Contractual Work Done on premises)
Walk in Customers / Clients:
Assist customers/visitors
Sales: Call relevant internal sales staff or ask one of the available externals
Order Collections
Quote or Pay & collect an order: Get the company name & order number and contact Internal Sales to assist the customer. Inform the customer accordingly.
Meetings: Find out who they are and where they are from and inform that person they have a meeting with.
Always offer visitors refreshments
As Thembi to assist and if there is no one available, make it yourself
Gate Camera
IT to give access
Out of Office Email – Email all staff daily
City of Johannesburg - NO WATER & ELECTRICITY Report Water/Electricity issues in area. Always get a reference & follow up. Inform the staff accordingly.
Aquazania (water stations)– Check water
Travel Arrangements – Search for various available options.- Local Flights: FlySafair/SA Airlink/Lift
International Flights: Travel Agency or airlines depending on destination: Lufthansa, Swiss Air, Emirates, KLM
Car Rental: Travel Agency
Accommodation
Assist MD with:
General Administration
Expense Claim: use template, complete and get superior to sign off.
General Maintenance - All general maintenance around the office.
Source suppliers – line manager to assist

Requirements:

Matric
Relevant Sales Clerk/Admin and Reception experience
Travel arrangements, junior PA experience
Computer literate - MS Word, MS Outlook