Receptionist/Office Assistant at Herbert Smith Freehills

THE OPPORTUNITY

• Meeting, greeting and registering of all clients and visitors at reception and directing them as appropriate.
• Always maintaining the highest standards of presentation in the reception area.
• Handling telephone calls, dealing with enquiries and relaying accurate messages as required.
• Managing the reception mailbox, including checking voicemails.
• Responding appropriately to any questions and queries on behalf of the Johannesburg office.
• Responsibility for booking, controlling use and setting-up of meeting rooms and private offices.
• Setting up of meeting rooms and private offices before and after use.
• Responsibility for venue hire and other private meeting / function requirements.
• Liaising with members of the Operations and Projects team to ensure that audio-visual and other IT requirements are in place for meetings and other functions.
• Liaising with suppliers regarding the catering and refreshment requirements for meetings and other functions.
• Responsibility for ordering and arranging flowers, gifts etc. as requested.
• Processing of all in-coming and out-going mail in accordance with office procedures.
• Day to day responsibility for arranging and managing couriers (including receipt and dispatch).
• Responsibility for replenishing stationery and other office supplies in accordance with the office stock take and ordering procedures.
• Responsibility for fire alarm test notifications.
• Responsibility for ensuring that the Printers in the office have the necessary supplies.
• Providing support with general office management (including checking tidiness and cleanliness of the reception area, meeting rooms, private offices, and all other areas) and escalating any issues.
• Supporting the arrangements for meetings and other functions, including the preparation of papers, presentations and other materials.
• Providing general administrative and operational assistance to the Johannesburg office as required.
• Providing cover for office related functions and events as required.

SKILLS, EXPERIENCE AND QUALIFICATIONS

• Matric/Grade 12
• 2 – 4 years' reception / office operations experience
• A proven track record of working in an office operations and administrative role within a fast-paced professional services environment.
• Proven experience of contributing positively as part of a team and ability to work independently when required.
• Proven experience of successfully managing and prioritizing own workload, with an ability to work under pressure and to tight deadlines.   
• Excellent customer service skills, with the ability to use discretion, patience, tact, and respect for confidentiality.
• A high level of computer literacy, including proven experience of using Outlook, Word, Excel, and PowerPoint.