Receptionist Administrator (Cape Town) at Mustek Limited

Job Purpose:

• To provide a professional, efficient, effective, and vigilant frontline and switchboard service that enhances the professional image of the organisation and supports the safety of staff.
• Maintain a friendly and professional attitude even in the face of challenges, such as an irate client. Strive to provide customers with the best experience possible.

Responsibilities:

Manage interface with callers

• Answer internal and external calls within three rings and transfer appropriately.
• Deal with caller queries promptly, professionally, and effectively.
• Screen calls effectively to ensure correct transfer.
• Take messages accurately and email to the recipient immediately. Pay attention to spelling of names, asking for clarity where necessary, to ensure there is no confusion regarding the identity of the caller.
• Pay meticulous attention to taking down correct numbers.
• Maintain a professional, courteous, and helpful Switchboard image always for both internal and external customers.
• Refer end users to Mustek Registered dealers according to the referral list as provided by Finance.
• Forward Dealer Application pack with information e-mail, as updated by Finance from time to time, to prospective dealers. Transfer further enquiries to Finance Supervisor.
• Assist general communication by reminding staff to log in on their phones where necessary.
• Contribute to team effort.

Reception Service

• Serve visitors by greeting and welcoming them in a professional and courteous manner at all times and directing them to the appropriate person/department.
• Obtain appropriate information and inform relevant employee adequately regarding visitors.
• Deal with enquiries effectively, identifying the best way to direct the visitor.
• Convey messages via phone, e-mail.
• Notify Sales Team and Management of all movements of Sales Staff and Operational Manager, thereby ensuring that calls are not put through to members of staff who are unavailable at the time.
• Communicate effectively with Management regarding movement in the building, for instance the presence of service providers.
• Assist in keeping the reception area clean and tidy, always.
• Observe all movement in the reception area vigilantly, taking appropriate action regarding suspicious behaviour from visitors (e.g., calling for assistance).
• Keep up to date with current promotions and Mustek business, to provide information to guests, on request.

Qualifications and Experience:

• Matric
• Reception courses e.g., telephone etiquette
• Minimum 1 years’ experience as a receptionist preferable

Knowledge and Skills:

• Computer literate, especially in Microsoft Outlook, Word and Excel
• Basic knowledge of general administrative processes
• Good understanding of organisation structure and organogram
• Basic administration
• Superior people skills
• Solid communication
• Superior telephone etiquette
• Vigilant observation skills