Receptionist at Oneplan Underwriting Managers (Pty) Ltd

Main purpose of the job 

• To ensure the front desk welcomes guests enthusiastically demonstrating our culture and ethos, and executes all administrative tasks to the highest quality standards.

Reception

• Greet and welcome guests as soon as they arrive at the office.
• Direct visitors to the appropriate person and office
• Answer, screen and forward incoming phone calls
• Ensure reception area, foyer and meeting rooms is tidy and presentable, with all necessary stationery and material (e.g., pens, forms, and brochures)
• Provide basic and accurate information in-person and via phone/email.
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor register, issuing of parking tickets, emergency procedures.)
• Provide/arrange refreshments to visitors and staff for meetings as and when requested.
• Maintain a high level of personal presentation at all times.
• Receive, sort, and distribute daily mail/deliveries.

Administration

• Assist with capturing of fingerprints of candidates for MIE checks to be processed.
• Extract relevant data from information provided by others and input it into spreadsheets or standard formats.
• Produce accurate reports for others by collecting data from a variety of standard sources and inputting it into standard formats.
• Manage “grab-a-fruit” initiative.
• Send Grab A Fruit invoices to Finance to process payments once signed off by the Director.
• Keep updated records of office expenses and costs.
• Order office supplies and keep inventory of stock.
• Manage and update meeting room calendars and schedule meetings as required.
• Perform other clerical receptionist duties such as filing and photocopying.
• Ability to be resourceful and proactive when issues arise.
• Be available and willing to assist with any additional tasks and projects, as required by the department.

Facilities Management

• Ensure all facilities are managed appropriately and updates are provided to the Director as and when required.
• Identify opportunities for cost efficiencies.
• Management of parking ensuring timeous activation and deactivation.
• Order and collect parking tickets as required.
• Manage and update parking vouchers.

Work collaboratively

• Build a culture of respect and understanding across the organisation
• Recognise outcomes which resulted from effective collaboration between teams
• Build cooperation and overcome barriers to information sharing, communication and collaboration across the organisation
• Facilitate opportunities to engage and collaborate with internal and external stakeholders to develop joint solutions

Self-Management

• Follow through to ensure that personal quality and productivity standards are consistently and accurately maintained
• Demonstrate consistent application of internal procedures
• Plan and prioritise, demonstrating abilities to manage competing demands
• Demonstrate abilities to anticipate and manage change
• Demonstrate flexibility in balancing achievement of own objectives with abilities to understand and respond to organizational needs 

Requirements

Minimum Academic, Professional Qualifications & Experience required for this position

• Matric (Grade 12)
• (NQF 5) Secretarial and/or Administrative Diploma advantageous
• Experience as a Receptionist, Front Office Representative or similar role
• Proficiency in Microsoft Office Suite and job related systems