Receptionist at National Empowerment Fund

Job description

Attending to visitors

• Attend to all visitors and clients in positive and friendly manner 
• Meet the Client’s expectations by respectfully requesting them to be patient whilst redirecting a telephone call appropriately and attend to them immediately thereafter
• Treat all clients with courtesy and be able to calmly deal with conflict management
• Ensure that staff members are timeously informed when their clients and guests have arrived

Answering and screening calls

• Answer all telephone calls promptly and professionally 
• Direct / transfer callers to appropriate staff members and departments or to their voicemail in the case they are not in the office 
• Ensure that messages are thoroughly, correctly taken and are passed to the relevant person in a prompt and efficient manner

Booking of meeting rooms

• Manage meeting room bookings through the digital diary and walk-ins/ad hoc requests 
• Ensure that the meeting rooms are properly organised and cleaned accordingly before every meeting commences 
• Facilitate that the refreshment station is properly set up according to the required standards
• Book and record the meeting the rooms and print the meeting schedules daily, hand it to the Kitchen Assistants for refreshments’ requirements

Administration and co-ordination for the department

• Keep the telephone list updated and circulate to the organisation on an ongoing basis for ease of reference 
• Deal with couriers and deliveries arriving to the Head Office and distribute them accordingly
• Maintenance of the reception area ensuring that there is no accumulation of parcels
• Ensure the Reception area is always clean, tidy and stocked with periodicals and company literature

Minimum requirements

Qualification Requirements

• Grade 12 / Matric is essential 
• Secretarial Certificate/Diploma 
• Tertiary qualification (Business Administration or relevant field) would be an advantage

Experience / Skills Required

• Minimum of 3 years proven work experience as a receptionist in financial services, development finance or similar industry 
• Minimum of 2 years’ experience as a switchboard operator in a customer services environment. 
• Ability to remain confidential and treat sensitive information with the highest level of diplomacy 
• Must have a professional and confident telephone etiquette 
• Ability to always maintain a high level of customer service 
• Must be dependable, friendly and have a personable demeanour 
• Meticulous organizational skills, ensuring the front desk always operates smoothly 
• Experience with administrative and clerical procedures will be advantageous 
• Well-spoken, professional appearance and attitude 
• Excellent written and verbal communication skills 
• Great attention to detail 
• Problem-solving abilities 
• Multitasking and time-management skills, with the ability to prioritize tasks 
• Proficiency in Microsoft Office Suite i.e. Outlook, Word, PowerPoint, MS Projects, Excel