Receptionist (Cape Town) at Housing Development Agency (HDA)

Responsibilities

Switchboard Management and Maintenance

• Answering and appropriately responding to incoming calls.
• Directing calls appropriately.
• Taking messages and sending these to the appropriate parties.
• Notify supplier of switchboard issues and ensure they get resolved.

Front Office Management

• Welcome visitors and prepare refreshments for visitors at the receptions area.
• Directing visitors to appropriate staff and venues.
• Coordinating visitors by adhering to visitors sign in processes.
• Assisting with queries where necessary.

Meeting Room Administration

• Planning and scheduling the booking of meeting rooms.
• Ensuring that meeting rooms are prepared for meetings.
• Allocating and managing meeting room tools and equipment such as data projectors, flip charts and tele-conference portals.
• Ensuring that appropriate equipment for meetings is set up and working.
• Ensure that refreshments for meeting is set up at all times.

General Administration

• Distributing mail and faxes.
• Maintaining internal telephone lists.
• Ensuring that all telephone related information is available.
• Coordinate the repair, maintenance and utilization of office equipment including telephone equipment.
• Ensuring stock of stationery and other office supplies is at the correct levels for the HAD.
• Ordering of stationery when required and complying with the procurement process.
• Typing of submissions and filing.
• Any other administration support required.

Ad Hoc

• Any other duties which may be assigned from time to time.

Requirements

• Grade 12 or similar qualification.
• At least 2 years’ experience as a receptionist and managing a front office.
• Excellent communication and customer service skills.