Vacant Jobs at Mustek Limited

Job Purpose:

• To provide a professional, efficient, effective, and vigilant frontline and switchboard service that enhances the professional image of the organisation and supports the safety of staff. Maintain a friendly and professional attitude even in the face of challenges, such as an irate client. Strive to provide customers with the best experience possible.

Responsibilities:

Manage interface with callers

• Answer internal and external calls within three rings and transfer appropriately.
• Deal with caller queries promptly, professionally, and effectively.
• Screen calls effectively to ensure correct transfer.
• Take messages accurately and email to the recipient immediately. Pay attention to spelling of names, asking for clarity where necessary, to ensure there is no confusion regarding the identity of the caller.
• Pay meticulous attention to taking down correct numbers.
• Maintain a professional, courteous, and helpful Switchboard image always for both internal and external customers.
• Refer end users to Mustek Registered dealers according to the referral list as provided by Finance.
• Forward Dealer Application pack with information e-mail, as updated by Finance from time to time, to prospective dealers. Transfer further enquiries to Finance Supervisor.
• Assist general communication by reminding staff to log in on their phones where necessary.
• Contribute to team effort.

Reception Service

• Serve visitors by greeting and welcoming them in a professional and courteous manner at all times and directing them to the appropriate person/department.
• Obtain appropriate information and inform relevant employee adequately regarding visitors.
• Deal with enquiries effectively, identifying the best way to direct the visitor.
• Convey messages via phone, e-mail.
• Notify Sales Team and Management of all movements of Sales Staff and Operational Manager, thereby ensuring that calls are not put through to members of staff who are unavailable at the time.
• Communicate effectively with Management regarding movement in the building, for instance the presence of service providers.
• Assist in keeping the reception area clean and tidy, always.
• Observe all movement in the reception area vigilantly, taking appropriate action regarding suspicious behaviour from visitors (e.g., calling for assistance).
• Keep up to date with current promotions and Mustek business, to provide information to guests, on request.

Qualifications and Experience:

• Matric
• Reception courses e.g., telephone etiquette
• Minimum 1 years’ experience as a receptionist preferable

Knowledge and Skills:

• Computer literate, especially in Microsoft Outlook, Word and Excel
• Basic knowledge of general administrative processes
• Good understanding of organisation structure and organogram
• Basic administration
• Superior people skills
• Solid communication
• Superior telephone etiquette
• Vigilant observation skills

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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