Receptionist - SAOTA

Our Studio based in Gardens, Cape Town, requires a full-time Receptionist. A strong relationship builder with exceptional client management and communication skills thrive in our environment. The successful applicant will need to behave professionally, fairly, ethically and responsibly at all times. Being able to work within a team in a fast-paced environment is a prerequisite.

RESPONSIBILITIES include, but are not limited to;

• Greet and welcome guests and employees on arrival
• Arrange courier collections and accept deliveries
• Administer the collection and delivery of documents and samples and distribute them internally
• Inform relevant parties of guests at the reception and offer guests beverages
• Ensure the reception area is neat and presentable at all times
• Ensure the boardrooms are neat and presentable at all times
• Manage boardroom beverage orders
• Answer and forward phone calls
• Screen all phone calls and ensure that they are re-directed to the relevant person
• Take and communicate messages accurately

• Manage the boardroom booking system
• Manage the distribution of mail and other deliveries to reception
• Capture and communicate employees' sick and late notifications
• Issue visitor badges when applicable and inform relevant parties of these suppliers or vendors
• Record and update contact records accurately
• Redirect supplier presentation and product queries to info email, relevant team or external party
• Ensure the reception area is manned at all times
• Manage boardroom equipment and stationery stock
• Alert IT if there is a problem with any equipment in the boardrooms
• Device management – keyboards, mouse, screens etc. are switched off/returned to default settings when not in use
• Activate the night bell service
• Check voice mails received and pass on messages to relevant individuals
• Monitor visitor access and maintain security awareness
• Manage client lunches in boardrooms for relevant meetings
• Alert management or HR to any suspicious movement of staff or visitors in and around the building
• Assist with administrators' overflow typing and filing

MINIMUM REQUIREMENTS

• 1-3 years Front of House reception experience in a Professional environment

ESSENTIAL SKILLS AND CRITERIA

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
• Friendly and outgoing
• Professional personal presentation
• Able to work well in a faced paced environment

• Able to manage challenges and problem solve
• Excellent verbal and written communications skills
• Ability to multi-task
• Punctual and reliable
• Attention to detail
• Excellent time management skills
• Ability to plan, organize, and delegate work to achieve desired results
• Ability to identify problems areas
• Ability to develop working relationships with a wide range of people – excellent people skills
• Considerable knowledge of the use of personal computer systems
• Flexibility regarding working hours
• Leads by example