Receptionist at Clicks Group

About the Job

Introduction

• We are looking to recruit a permanent Receptionist to work within the Group Facilities department. The role will be based at Clicks Head Office in Cape Town and will report to the Supervisor.

Job description

• Receive all visitors in a friendly and professional manner and promptly notify the relevant person. Answer the telephone in a professional manner and transfer calls correctly.

Reception

• To answer external calls within 3 rings using the standard greeting.
• All messages must be relayed promptly via e-mail or hand delivered to the correct person using the message standard template.
• To provide correct and accurate directions to the office.
• Ensure that internal telephone list is kept up to date with accurate information at all times and according to the SLA.
• Transfer telephone calls to the correct extensions at all times.
• Attend to visitors in a prompt, professional and friendly manner.
• Ensure general tidiness of the reception and waiting area.
• Ensure Visitors Registration Book is completed by all visitors.
• Notify the relevant staff member of their visitor's presence.
• Ensure the visitors are collected at Reception.

Administration

• Excellent customer relation skills.
• Good Presentation and communication Skills.
• Attention to detail and accuracy.
• Analytical thinking and in depth assessment of problems with a solution based thought process.
• To advice where preventative maintenance is required.
• Logging of calls and the following up.
• Maintain an approved list of contractors and assist managing Contractors.
• Advice on Soft Services areas for improvement.
• Ensure compliance with all OHS and Quality related policy and procedure as well as standards set.
• Follow policies and procures.

Access Control

• Follow all Access Control regulations for visitors.
• Ensure that new staff members have been issued an access card in accordance with the procedure.
• Ensure that record is kept of all access control issues during a period.

Lost Property

• Log and maintain the lost property register.
• Report on any irregularities with Lost Property.
• Administer Lost/Found items - Notify the relevant parties.

Minimum requirements

Qualifications and Experience:

• Matric
• Customer Service experience and administration
• A telephonist certificate

Skills, Abilities and Job Related Knowledge:

• MS Office
• Knowledge of the telephone system
• Excellent customer relations and people skills
• Ability to plan, organise and control own work effort Ability to work under pressure
• Good communication skills
• Well groomed and presentable
• Good Timekeeping Skills
• Attention to Detail

Essential Competencies:

• Ability to communicate effectively with all levels of staff, contractors and management.
• Taking prompt action to accomplish objectives.
• Spotting the problem before it is logged.
• Must be energetic and highly self-motivated
• Must be reliable and approachable
• Must be self-motivated and team oriented
• Must be friendly, polite and helpful when dealing with customers
• Must be able to work competently under pressure
• Must be service oriented.
• Must be able to work independently.
• Must be punctual all the time.