Executive Receptionist/Switchboard and Office Manager - Fourways at Omnia (Pty) LTD

Overview    

• Day-to-day running of the Executive Floor and to ensure that high levels of service is provided to all Executives, Clients, Visitors and staff.

Qualifications    
Relevant qualification

Experience    

• 5+ years' experience with office management roles including staff management
• Previous experience in a professional services firm is highly desirable
• Strong office management experience

Duties   
Performance Areas:

• Reception / Switchboard To welcome all guests / visitors in a warm, professional, and friendly manner for the Executive floor, this includes Clients, Investors etc.
• To ensure the switchboard is answered timeously and effectively and ensuring all calls are transferred in a professional manner
• Screening of all incoming calls
• Assisting with any telephonic or Staff related queries
• Effective message and response to all email / electronic received
• Distribute all correspondence and or deliveries in a timeous manner
• Ensure that the Front of House is strictly maintained to the company standard and ensuring that the security access protocol is upheld
• Manage the main Boardroom, Meeting rooms and other support services on the Executive Floor
• Setting up of all Boardrooms and Meeting and ensuring all Focus rooms are kept up to company standard
• Offer refreshments / lunches and ensuring all meetings have all required facility equipment
• Assist in any additional running of functions
• Offer assistance with regards to any additional work from Executive PA's in liaising with all departments
• Create a Concierge Services Folder and updating of any changes and or addition of new information on contact numbers to a suite of services which includes but not limited to Hotels, Restaurants, Executive Shuttle Services

Office Management:

• Manage reception and switchboard to ensure consistently high quality of all Front of House functions, including reception, meeting room management, video conferencing facilitation and hospitality, and seek to enhance and improve these services
• Ownership and responsibility of both the internal and external client facing services including client hospitality, concierge services and events
• Ensure operational excellence for the areas of facilities on the floor, maintenance escalation to Facilities Manager, premises & space management in consultation with Facilities Manager, reprographics, workplace health & safety, physical security, sustainability
• Manage all 3rd party contracts related to the running of the Executive Floor, including cleaning, maintenance, stationery supplies, couriers, transportation, external catering, events and functions, and responsibility for associated invoices & Purchase Orders
• Assess the use of office space, organise office moves and ensure the space is utilised effectively.

Job Competencies    

• Genuine passion for client service, aligning with Omnia's key objective of providing all external clients and internal stakeholders with an exceptional experience
• Strong office management experience, including in environments requiring 24x7 operational coverage, and direct experience of interacting with Senior Leadership
• Strong experience of being part of high performing teams
• Excellent written and oral communication skills
• Able to confidently get message across to senior audiences, presents with clarity, energy, confidence, and enthusiasm
• Able to make complex decisions to ensure the Executive Floor's objectives are met