Receptionist (Midrand) at Mustek Limited

Job Purpose:

• The Receptionist role at Mecer Inter-Ed is the first point of contact for clients and visitors, playing a key role in providing outstanding customer service and administrative support.
• This position is vital for creating a welcoming and professional atmosphere, ensuring efficient communication, and supporting various administrative tasks.

Main Objectives:

• Visitor and Client Reception: Greet, assist, and direct visitors and clients, ensuring a warm and professional welcome.
• Call and Correspondence Management: Efficiently handle incoming calls and correspondence, providing prompt and courteous responses.
• Appointment Scheduling and Room Bookings: Manage and coordinate appointments and meeting room bookings, optimizing the use of company resources.
• Information and Assistance Provision: Offer accurate information and assistance to clients and students regarding Mecer Inter-Ed’s services and programs.
• Reception Area Maintenance: Maintain the cleanliness and organization of the reception area, creating a pleasant and professional atmosphere.
• Interdepartmental Coordination: Liaise with various departments to facilitate effective communication and service delivery.
• Professional Development: Continuously enhance your own expertise through ongoing learning and training opportunities. Share knowledge with colleagues and contribute to the improvement of the company.
• Compliance and Quality Assurance: Ensure adherence to Mecer Inter-Ed's quality standards and regulatory requirements in all activities. Participate in audits and assessments as needed.

AD HOC Duties:

• Various administrative tasks, beyond the above listed, from time to time.

Qualifications and Experience:

• High school diploma or equivalent; further education or certification in office management is a plus.
• Proven experience as a receptionist, front office representative, or similar role.
• Minimum 1 year of experience in customer service is highly advantageous.
• Proficient computer skills, Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel).

Knowledge

• Customer Service Principles: In-depth understanding of customer service techniques and strategies to effectively engage with and assist clients and visitors.
• Office Administration and Management: Knowledge of general office procedures, including filing systems, mail distribution, and managing office supplies.
• Telecommunication Systems: Familiarity with operating telecommunication systems like multi-line phone systems, voicemail, and conferencing tools.
• Basic IT and Technical Skills: Understanding of basic computer operations and proficiency in using office software, including word processing, spreadsheets, and email.
• Professional Communication: Knowledge of professional communication etiquette, both in person and over the phone.
• Appointment Scheduling and Calendar Management: Skills in managing schedules, booking appointments, and organizing calendars.
• Record Keeping and Data Entry: Ability to accurately enter data and maintain detailed records.
• Health and Safety Protocols: Awareness of health and safety protocols, especially in a front office or reception area.
• Conflict Resolution: Basic understanding of conflict resolution techniques to handle complaints or disputes effectively.
• Confidentiality and Privacy Principles: Knowledge of principles related to handling confidential information and maintaining privacy.
• Multitasking and Prioritization: Ability to multitask and prioritize tasks in a fast-paced environment.
• Cultural Sensitivity: Awareness of cultural diversity and the ability to interact respectfully with people from diverse backgrounds.
• Reception Area Maintenance: Understanding of how to maintain a clean, organized, and professional reception area.
• Basic Marketing and Brand Awareness: Familiarity with the company’s brand and basic marketing principles to effectively represent and promote the company to visitors and clients.

Competencies

• Ability to multitask, prioritize, and manage time efficiently
• Accurate administration
• Adapt to changing environments
• Excellent teamwork and collaboration skills
• Good interpersonal skills and communication with all levels of managementg
• Excellent verbal and written communication skills
• Professionalism and courteous demeanour

Skills

• Abilities of the employee to perform effectively and efficiently:
• Excellent organizational and coordination skills
• Problem-solving skills
• Strong interpersonal and communication skills
• Ability to work in a dynamic, fast-paced environment
• Familiarity within the related industry
• Teamwork and collaboration
• Proficiency in basic computer applications (e.g., MS Office)
• Conflict resolution techniques