Receptionist at Adams & Adams

Description

• Receive and assist clients upon arrival at reception.
• Advise relevant party of client’s arrival.
• Reserve conference rooms for meetings and lunches. 
• Maintaining the electronic diary for all conference rooms
• Provide the Admin Manager with a meeting room usage report monthly.
• Ensure the rooms vacated after a consultation is neat and in order.
• Ensure stock is taken by the Main Kitchen of conference room fridges and ensure that it is stocked up each morning.
• Responsible for ordering refreshments for clients and ensuring the conference rooms are clean and neat after each consultation.
• The intercom system and the parking boom gates allow clients to enter the parking areas.
• Receive and sign acknowledgement of receipt of all services.
• Record in a register and distribute services, to the partner/person concerned asap. Ensure that all recorded services are signed for each day.
• Report malfunctioning lifts, boom gates and turnstiles to the Operations Service dept via technical desk in Admin.
• Ensure that the reception area and meeting rooms are always neat and tidy, this includes the reception desk.
• Monitor the flowers delivered to the reception area, and report wilting flowers to the Procurement Officer in the Admin dept.
• Monitor the Coffee room and keep clean, ensure there are always clean cups and sufficient milk, sugar at all times.
• All meeting room fridges are to be checked, and stock topped up to full capacity as and when required at the end of each day.
• Fridges are to be checked each morning and unlocked and then relocked at the end of each day.  This is dealt with by the receptionist working the late shift.
• Patent mailbox is to be assessed throughout the day.
• Each email to be forwarded to the relevant department and then placed in the relevant cabinet in archives. 
• Patent department has their own archive and there is a general archive. 
• In instances where the Patent department recipient is copied, the email is archived in the patent mailbox.
• All Trademark emails are to be dragged into the relevant folder specially created by the IT department.
• Unless email enquiry is addressed to both Patents and Trademark departments, then it needs to be forwarded to the Patent department, mark the email unread and then drag into the Trademark folder, thus ensuring that this email is made available to both departments.
• All general emails such as Patent department, Finance, Marketing, Admin, IT and HR are to be forwarded accordingly to the department or chief officer, except for Finance & HR departments, these emails are divisionally specific.
• Report malfunctioning coffee room machine to the technical person in Admin.

 Requirements

Skills and knowledge

• Fully bilingual person with excellent communication, telephone and people skills
• Ability to work independently use initiative and be able to work under pressure while keeping calm
• Ability to prioritize and multi task.
• Exceptional organizational skills
• Knowledge of Outlook

Qualification/s

• Matric or equivalent qualification
• Relevant experience in reception is advantageous