Broll Property Group
Receptionist
Attendant at the front desk of the Broll Property Group in Tzaneen, Limpopo
Permanently Posted on the 19th of January, 2023, with the Closing Date of the 25th of January, 2023
Job Details
Minimum experience
Retail is the principal industry of the entry-level company’s job functional area.
Administrative
Purpose of the Position in the Job Description
Assumes responsibility for the efficient administration of the telephone switchboard as well as the upkeep of a computerized database containing information about telephone calls.
Switchboard operators are responsible for a variety of tasks, including accepting messages, forwarding callers to the appropriate individuals or departments, and processing incoming telephone calls.
Maintain a cordial and businesslike demeanor when taking all incoming telephone calls.
Calls must be answered in a timely manner, and there must be no dropped calls.
Deals with requests for information, ensures that messages are taken accurately, and transmits them in an accurate and timely manner, either by email or in accordance with the method that the customer prefers.
Responsible for the courteous and effective management of customers and guests at the reception desk.
At the organization’s reception, you are responsible for greeting all guests in a cordial and professional way, determining the reason of their visit, ensuring that they are sent in the appropriate direction, and ensuring that the host greets them on time.
Handle a range of clerical and administrative tasks that are necessary for the operation of the firm, including the processing of mail and courier deliveries.
Management of the Boardroom and the Reception Space, in addition to any other tasks associated with this area.
ESSENTIAL FUNCTIONS AND BASIC DUTIES
Assumes responsibility for providing customers with service that is both professional and efficient
Receiving 100% of all telephone calls and visitors to the organization in a prompt, accurate, professional, and courteous manner Receiving 100% of all calls and inquiries received and directing and/or recording and relaying messages Receives 100% of all visitors to the organization in a prompt, accurate, professional, and courteous manner
Assumes responsible for the organized and effective handling of reception responsibilities
Capable of using all functions of the telephone system and the voice mail effectively.
Capable of providing assistance to customers, clients, staff members, and other patrons at the front desk.
Ensures that there are always at least two members of staff present at the reception desk at all times.
When required, signs for deliveries and informs recipients of the delivery.
oversees and supervises the scheduling of all boardroom meetings
Makes phone calls, verifies boardroom reservations, and makes adjustments to the booking schedule as required
Maintains adherence to all booking confirmations and checks to see that the meeting space has been adequately prepared before each event.
Every reservation for a boardroom has to be followed up by reception with an e-mail confirming the reservation as well as any further requirements that were specified by the individual who made the reservation.
In order for any defaults, problematic circumstances, or trends to be handled, they must be brought to the attention of the Broll Manager, the AIG Occupational Health and Safety Officer, and Jeannine Gates. Take a proactive stance.
Responsible for the management and oversight of all boardroom activities, as well as working closely with the Cleaning and Canteen departments.
Responsible for the management and upkeep of the reception desk registers, as well as the provision of weekly and monthly data
Provides broad administrative support to the facilities function, including binding, post, courier, typing, and other similar activities.
Takes up the job of managing the switchboard in a manner that is both professional and effective
Receives 100% of all telephone calls within the first three rings, doing so in a timely, accurate, professional, and polite manner.
Assists the caller in identifying the appropriate person or department with whom they desire to communicate and provides support for toll-free conversations, which need both promptness and precision.
Able to efficiently operate the switchboard and make use of all the capabilities of the telephone system, including voice mail
Capable of providing accurate responses to inquiries relating to departments and employees
It is the responsibility of this position to answer incoming calls, to welcome callers, to provide information, and to transfer calls as required.
Ensure that calls for assistance are directed properly.
Follow the instructions given to you for making phone calls or setting up conference calls.
Ensures that there is always someone to answer calls at the switchboard.
Always make sure that the spaces around the switchboard and the reception desk are clean and tidy.
Dealing with customer concerns and directing them to the appropriate department Taking communications, as well as ensuring that they are relayed and delivered orally and in writing, so that they reach the appropriate recipient.
Accepts the responsibilities associated with reporting
At the conclusion of the final working day of each month, the employee is responsible for printing monthly reports from the switchboard system and delivering those reports to the authorized person.
Maintains an in-depth working understanding of the rules, regulations, and procedures of the company or project, and adheres to them.
At the conclusion of the final working day of each month, the employee is responsible for printing a monthly report from the postal and courier system and delivering the report to the authorized person.
Maintains an in-depth working understanding of the rules, regulations, and procedures of the company or project, and adheres to them.
Assumes responsible for a variety of operational responsibilities, such as post and courier work
carries out administrative tasks such as typing, proofreading, taking orders, and organizing appointments, as well as sorting mail.
When required, makes contact with members of the security crew.
Answer straightforward inquiries regarding customers’ companies, utilizing reference files.
Carries out ordinary office chores that are essential for the running of a professional office and the appearance of the office.
As required, aids with clerical chores such as typing, filing, proofreading, as well as maintaining service logs and doing data input.
Ensures that the system for hand-delivered postage is functioning properly and keeps the supervisor aware of any pertinent issues.
Ensures that all mail and claim receipts are signed for and logged in the appropriate register when they are collected after having received them.
Responsible for preparing and processing one hundred percent of all outgoing mail, which includes performing tasks such as precise weighing and coding, sorting, applying postage, correctly addressing, and preparing certified, overnight, and return receipt mail.
Maintains familiarity with the most recent postal rules as well as the services that are used regularly by the firm.
Ensures that all things that have been delivered by courier are received and notifies the appropriate drivers.
Make arrangements for the collection of products that must be couriered, fill out the waybill, and tell the courier business that the items have been collected.
Compiles monthly statistics pertaining to things that are couriered and sends this information to the appropriate department.
Maintains a clean and orderly appearance in the areas of the reception desk, boardrooms, and the area where guests wait.
Please report any incidences or instances of noncompliance with reference to this.
Notifies the supervisor in advance of any supply requirements and alerts them to any pieces of equipment in these regions that are not operating correctly.
Provides assistance with additional responsibilities as required and instructed.
Takes up the duty of associated responsibilities whenever they are necessary or assigned.
Continually verifies that each and every one of the client’s demands and procedures are being met.
Ensures that the working environment is tidy, safe, and properly kept.
There is to be no consumption of food at workstations.
carries out additional responsibilities as directed.
PERFORMANCE MEASUREMENTS
Maintaining a professional demeanor while greeting customers, staff members, visitors, and consumers in person and over the phone in the reception area and answering and screening incoming calls in a timely and efficient manner is part of this job.
The management of courier services and mail is prompt, professional, and free of errors at all times.
The completion of ad hoc responsibilities occurs as needed and within the prescribed time frame.
Guarantees that the workstation is both staffed and operating in accordance with the client’s stipulated hours of operation
Maintains compliance with the client’s site-specific processes and procedures
QUALIFICATIONS
Certification or Education Level:
Matric (Senior Certificate)
Certificate in the Management of Switchboards and Reception Areas
Required Acquiring of Knowledge:
Management of the Reception Area and the Switchboard General Administration
Microsoft Office
Experience Required:
Experience managing a reception desk and a switchboard for a period totaling three years
1–2 years of experience working as an administrative assistant or in a secretarial capacity
Boardroom management
COMPETENCIES ESSENTIAL TO THE FIELD:
Personal competencies:
Always approachable yet maintaining a polished appearance
Be prompt and dependable in all endeavors.
It is required that you have a good attitude and charisma.
Must be enthusiastic
focused on achieving results
Ability to function well under pressure Attention to detail Stress tolerance and the ability to operate effectively under pressure Basic computer literacy
Effective communication in writing
Sound judgment and great telephone manners.
Intellectual competencies:
Service delivery skills
Ability to cope with uncertainty and a strong emphasis on customers and clients
Reasoning that is interactive
A solid comprehension of the procedures used by the customer
Capable of making plans and maintaining a schedule when necessary
Interpersonal competencies:
Cooperate closely with one another and as a group.
Establishment of relationships
Superior abilities in both oral and aural communication and listening