Receptionist (Certification) at South African Maritime Safety Authority

• The incumbent in the role will be responsible for answering phone calls, greeting visitors, scheduling appointments, handling administrative tasks to maintain a smooth flow of communication within the Certification unit; and is also responsible for receiving applications from ports, agencies, training institutions, and clients; and liaising with finance department for invoicing.

Job Description
KEY PERFORMANCE AREAS

Cleanliness of reception area

• Coordinate with cleaning staff to ensure regular cleaning of the reception area.
• Maintain a tidy and presentable environment.

Call Management

• Answer incoming calls promptly, adhering to SAMSA’s telephone protocol.
• Redirect calls or inquire about redirection and take messages when required.
• Ensure that any missed calls are promptly followed up on, providing timely responses to any inquiries.

Client liaison / welcoming of visitors

• Schedule/diarise appointments with clients on behalf of the Certification Department.
• Greet visitors warmly, invite them to wait in the designated area, and ensure that they are attended to in a timely manner.
• Redirect queries and emails to the appropriate individuals based on the type of certificate or service that is required.

Administrative support

• Assist with ensuring that office resources, such as printers and other equipment, are fully operational and maintained.
• Assist with procurement of statutory books and stationery order, making sure that dispatching of those orders to different offices is done efficiently i.e. Capturing the requisition on the system, managing the inventory for audit purposes etc.

Courier and postal services

• Receive hand-delivered documents and parcels, ensuring all details are accurately recorded in a register.
• Check and confirm that waybills are completed accurately.
• Check and confirm that consignments are properly wrapped, appropriately labelled with the correct waybill stickers, and are dispatched to their intended destination in a timely manner.
• Check and confirm that all dispatch processes, both local and international, are followed meticulously to guarantee safe and timely delivery.

Job Requirements
QUALIFICATIONS

• Matric Certificate (NQF 4)
• National Certification in that is equivalent to (NQF 5)
• National Diploma (NQF 6) would be an added advantage

EXPERIENCE AND KNOWLEDGE

• 3 years Receptionist experience.
• Experience in or knowledge of the maritime industry will be an added advantage
• Microsoft Office Suite proficiency (Word, Excel, Power Point and Outlook)
• Communication and interpersonal skills
• Professional telephone etiquette and the ability to handle multiple inquiries simultaneously.
• Minute taking and report writing skills
• Organisational skills and attention to details