Front Office Assistant at Kaelo

Job Description

The Front Office Assistant is responsible for the management of all clients accessing our office, whether telephonic or physically visiting the site. They are also responsible of assisting the Shared Services Assistant in managing and maintaining the building and facilities. The Front office Assistant play a key role in ensuring that the office is a clean happy and healthy environment for all staff and clients entering.

Visitor Welcome and Protocols

• Meeting and greeting clients
• Telephony
• Manage the switchboard and telephony
• Screen phone calls
• Test and report line faults with IT
• Meeting Room Management
• Manage diaries and meeting rooms
• Meeting preparations i.e. But not limited to drink & food prep

Office and Facilities Administration

Perform general office administration including but not limited to:

• Manage incoming and outgoing deliveries
• Manage ordering & tracking of Shared Service goods
• Business notifications and complaints
• Manage the driver schedule
• Perform general office housekeeping
• Monitor and maintain offices
• 3rd party liaison between Kaelo and facilities service providers i.e. Security, Maintenance
• Log all faulty equipment and maintenance required
• Compile weekly, monthly, and ad hoc reporting
• Fleet management

Employee On-boarding

Manage office park access and parking
Adding and removing of employee biometrics

Staff Management

• Manage staff under shared services; Cleaners & Drivers
• Manage staff performance and key outcomes
• Payroll submissions
• Leave management

Qualifications

SPECIAL REQUIREMENTS

PERSON DETAILS: WORK EXPERIENCE

REQUIRED

2 years’ experience in a similar role

PREFERRED

EDUCATION: QUALIFICATIONS: ACCREDITATIONS WITH PROFESSIONAL BODY

REQUIRED

Matric

PREFERRED

TECHNICAL SKILLS OR KNOWLEDGE

REQUIRED

• Computer literate
• Microsoft Excel, Outlook, Word and PowerPoint
• Good communication skills
• Teamwork
• Customer focus
• Time management
• Excellent verbal and written communication skills
• Interpersonal skills

PREFERRED

Additional Information

• Accountability
• Action orientated
• Collaborative
• Communication
• Business writing skills
• Manage complexity
• Problem solving skills
• Decision thinking
• Encourages engagement
• Resilient and adaptive
• Resourceful
• Demonstrates self-awareness
• Purpose driven
• Significance and values