Receptionist Port Elizabeth

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Receptionist Port Elizabeth

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Summary

Serves visitors by greeting, welcoming, and directing them appropriately. Notifies company personnel of visitor arrival. Maintains telecommunications system/s. Informs visitors by answering or referring inquiries and all allocated administration functions within the ambit of the function.

Description

• Ensure adherence to the company`s rules and regulations as documented in the company`s disciplinary policy;
• Ensure adherence to all health and safety practices and procedures as defined during induction and other health & Safety training;
• Ensure and maintain constant workflow;
• Ensure to receive, register and guide the Plant visitors, to notify the relevant staff in a timely manner;
• Operate the Plant’s intercom system;
• Answer phone calls, send and receive faxes, transfer calls, relay messages or record information as required. Ensure timely and accuracy of the information;
• Filing and Laminating of documents as and when required;
• Receive deliver and post the company letters and parcels. Ensure the regularly checking of the Plant’s mailboxes. Coordinate and Distribute letters to employees. Receive and distribute the company publicity materials;
• Ensure to record and analyse the attendance of the Plant’s employees, and to archive attendance data;
• Ensure internal contact lists are kept up to date and communicated accordingly. Apply and make the Plant’s staff business cards and email signatures;
• Ensure that the visiting external personnel and employees from the company other branches are accommodated in an attentive manner. Arrange coffee, tea and meals for the visitors;
• Coordinate and distribute, store and record the Plant’s staff refreshments;
• Issue Personal protective clothing (PPE) to staff and visitors as and when required.
• Ensure staff locker allocations are adequately identified by means of locker labels.
• Ensure to assist any other department with administrative or office services in a timely and effective manner.
• Specifically assist Health & Safety Department with administration functions.

Adhoc functions in relation to administration within the ambit of the job function.

Minimum Requirements

• Grade 12 or equivalent
• Proficiency in MS Word
• Proficiency in PowerPoint
• Proficiency in MS Excel
• Proficiency in MS Outlook
• Excellent verbal and written
• communication skills.
• 1-2 years’ experience in a similar position.
• Valid Driver’s License

 

KPA (Key Performance Indicator):

• Attendance
• Reception Duties
• Administrative support
• Document and filing management
• Purchase and stock control of refreshment lockers and PPE
• Accommodating visitors

 

Personal Attributes:

• Team Player
• Accuracy
• Attention to detail
• Organized
• Proactive
• Flexible
• Excellent Communication Skills
• Effectiveness
• Timely
• Reliable

 

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