PURPOSE OF THE POSITION
Your job description will comprise of Reception, as well as General Office Administration and the provision of assistance to the permanent employees of the Company.
Your key areas of responsibility will include, but will not be limited to the following :
1. Main Duties
Reception and welcoming of all clients and guests in as courteous, helpful, friendly and professional manner;
Manning the reception area to our offices and monitor the doorway and all access and exits from our premises;
Ensure that all access to the staff is in accordance with Government regulations, including the COVID 19 protocols
Keep reception area neat and in good order at all times;
To provide welcome tea or coffee to all visitors when necessary;
Ensuring the boardroom and meeting room is prepared with refreshments for meetings;
Answering and Operating of the switchboard;
Screening all calls before transferring to the respective person(s);
Taking of messages and ensuring that the messages are handed to the respective person(s);
Management of boardroom and meeting room bookings;
Management of meetings in diaries for Directors and Staff;
Minute taking at staff and client meetings;
Distribution of staff meeting minutes;
Responsible for sending and receiving of mail or courier parcels;
To provide assistance to the Office Manager and Project Team;
Assisting with printing, filing, photocopying and submitting or emailing out documents and other general information.
Assist with general administration and support to staff and management as needed and agreed with you from time to time;
Arrange relief schedule with staff over lunch periods or personal breaks to ensure that the reception area is covered at all times;
COVID temperature screening of all staff members / visitors and ensuring registers are updated daily;
Responsible for ensuring the office has sufficient supply of sanitizers, masks, gloves, etc.
Together with the Office Manager and Administrators, facilitate company functions and events
Arrange marketing materials, including business cards, etc.
Assist with travel and logistic arrangements when necessary
General administration and housekeeping
Present the company brand whenever you are engaging with clients or potential clients.
Adhere to company policies, processes and procedures at all times.
Ensure confidentially at all times.
Be proactive in the delivery of all job outputs.
Be a team player.