Office Manager/ Receptionist at Talented Recruitment Specialists

Duties & Responsibilities

• Managing telephone calls Answering politely, taking messages if needed, forwarding calls to appropriate person 
• Greeting and welcoming guests and direct to appropriate person and room 
• Offering refreshments to guests & arranging catering for big meetings 
• Ensure reception area is tidy and presentable 
• Control access to office and security 
• Receive, sort and distribute daily deliveries Making sure external parcels received are given to the person on the day
• Ensuring supplier boxes are emptied when they come to collect
• Arrange for courier supplies e.g. waybills
• Ensuring entire office area is always neat & tidy & in order. Making sure things have dedicated places
• Checking meeting rooms daily to ensure they are neat for the day and briefing cleaning team if not Managing the cleaning service ladies closely to ensure they are completing their assigned tasks.
• Buying office supplies and groceries and keeping track of what needs to be ordered 
• Ordering printing and design materials as per design brief Managing biscuits/milk etc to ensure no wastage 
• Office maintenance: Ensure everything is in good working condition e.g. lights, plumbing, fridge, paper in printer etc, if not, arrange with relevant people to sort out. 
• Manage birthday list Ensuring birthday card and voucher is arranged and reminder sent out to the team 
• Making any bookings, reservations for flights, hotels, meeting rooms, functions as per briefed Keeping details of booking filed so that not requesting information again e.g. someone’s frequent flyer miles 
• Keeping the label pull tracker updated with what has been received and signed off 
• Maintaining the invoice tracker for supplier Sending out sponsorship emails to team accordingly 
• Check all responses have been answered with 24 hours 
• Respond on sponsorship declines If dealing with a consumer to check on parcel status 
• Keeping a tracker of what we have sponsored & that they receive these on time 
• Sending off consumer complaint replacements timeously 
• Sending off any supplier parcels for team & making sure all office parcels are sent off on time 
•  Putting together blogger or consumer hampers for social media team brief & making these look beautifully presented, sending these out
• Ensuring product stock room is stocked & packed out in order 
• Assisting entire team with what they request Assisting team with setting up spreadsheets, filling, or shelf layouts General office etiquette

Requirements:

• Matric
• 3 to 5 years working experience
• Must have experience booking flights and accommodation
• Attention to detail 
• Promoting a positive attitude