Receptionist at Technology Innovation Agency

Job Purpose:

• Ensure optimal functioning of Reception and render professional support to external and internal clients by directing them to correct department/ employee. Be an effective ambassador and first line of face to face and telephonic communication for internal staff and external Customers visiting TIA offices

Minimum Requirements    
Qualifications:

• Grade 12 
• Preferred: Diploma in Business Administration/or NQF level 5 Higher Certificate in Office Administration/Management

Work Experience:

• 2 years’ experience as a Receptionist or Office Support in an OHS / facilities / securities environment 
• 3+ years’ experience as a Receptionist or Office Support in an OHS / facilities /securities environment.(Preferred)
• Switchboard experience (Preferred)

Duties and Responsibilities    
Financial Perspective:

• Monitor and report on telephone and ensure   correct reporting against the Facilities and Security budget
• Assist to load SCM requisitions on the BPM System in line with Procurement guidelines and monitor progress

Stakeholder Perspective:

• Render exceptional and professional customer service to internal and external Clients  
• Be an Ambassedor representing TIA values and customer service when interacting with Stakeholders
• Must be a dynamic, presentable, well spoken first point of contact and display the highest level of professionalism during interaction with stakeholders

Internal Processes Perspective:

• Comply to all TIA systems (performance management, HR, Finance, Stakeholder information, FMS)
• Implement processes and mechanisms to ensure the streamline functioning of Reception 
• Perform day to day tasks in line with work processes, policies and procedures 
• Ensure a clean and organised reception area at all times
• Welcome visitors and ensure that guest register is completed, refreshments are provided and internal staff are notified timeously to collect guests at reception 
• Responsible for managing the Switchboard in a professional manner and displaying exceptional telephone etiquette and ensuring accurate messaging
• Receive and record incoming parcels, postage and hand deliver documents to relevant recipients
• Incoming and outgoing assets (received or leaving the reception area) are controlled and recorded  
• Assist internal staff with booking boardrooms and meeting rooms and liaising with housekeeping staff to ensure cleanliness of Facilities Meeting rooms/Boardrooms and adequate refreshments are available

Learning & Growth Perspective:

• KPA’s are understood and achieved as agreed upon in the Performance agreement
• Review performance against agreed performance standards
• Live the values and culture of TIA
• Identify and implement development opportunities to ensure continuous improvement of work effectiveness and efficiency
• Departmental Information systems and tools are optimally utilized to execute core tasks