Receptionist at Cipla

Job Purpose 

• To deliver friendly, efficient customer service by creating a warm and welcoming atmosphere to all Cipla guests, with the key aim of retaining and attracting new customers, and to undertake a range of other administrative tasks to support business effectively.

Key Accountabilities 

• Attending to visitors 
• Welcome guests and clients as they arrive, providing a positive first impression of the organization
• Receive visitors in a welcoming manner
• Deal with special requests from Guests
• Check visitors in and direct or escort them to specific destinations where possible
• Inform other employees of visitors’ arrivals or cancellations
• Assist external visitors with boardroom connectivity & escalate problems to helpdesk
• Ensure all visitors use the At The Gate (ATG) system and guide them accordingly
• Switchboard
• Answering corporate switchboard | Answer, screen, and forward incoming calls, taking messages when necessary
• Support regional offices with diverted incoming calls
• Ensure all calls are answered promptly and professionally
• Ensure messages are taken correctly and conveyed timeously to the relevant people
• Ensure access to all emergency numbers incl. lift operations

Organizational Support

• Seamless interaction with Security functions and visitors check-in procedures

Seamless interaction with Facility Team to:

• Ensure boardroom readiness between meeting
• Facilitate drinks orders
• Escalate problems timeously
• Ensure visibility & workings of all meeting room bookings
• Manage meeting rooms & usage thereof
• Setting of boardrooms in accordance with specific requirements, e.g. flipcharts, pens and note pads. required.
• Basement parking – maintenance & upload of new employees / remove staff that left our employment
• Understand the operations of reception doors
• Ensure full understanding of key register
• Upholding office health and safety standards, ensuring that every aspect of the workplace is secure and compliant

Clerical/Office support

• Support Facilities Team with administrative duties when needed
• Direct Facilities e-mail portal to relevant stakeholder
• Keep updated record of all employees to facilitate enquiries timeously to improve overall customer experience
• Receive and direct designated service provider for monthly servicing of plants & reporting of any issues
• Coordinate facility issues directly with building manager
• Maintenance of certificates in Reception | close liaison with QA to ensure compliance
• Receive and direct designated Pest Control service provider
• Receive and direct Servest for the servicing of bathroom utilities

Mailroom, stationary & courier

• Collect internal mail and distributing it accordingly whether internally or to other Regions via courier.
• Assisting staff with any other queries ie tracking parcels which have been sent via courier
• Daily updates to internal customers
• Recon of courier accounts
• Stay up to date with postal/courier regulations and requirements

Stationary:

• Ordering and processing payment
• Recon of supplies
• Distribution of stationary
• Ensure printing stations are neat and sufficient paper (of all relevant sizes) available
• Responsible for lamination and binding requests
• Ordering office supplies and processing payments
• Oversee personal online staff orders
• Purchase Orders (PO’s)
• PO - Raising PO's for various vendors within 24 hours
• Loading Invoices on Cimmra within 24 hours and timeous resolution of invoice queries
• Including HR, Facilities & Cipla Foundation
• General
• Attention to detail
• Neatness & presentable | uniforms
• Clear communication