RECEPTION/ADMIN CLERK

SUMMARY:
RECEPTION/ADMIN CLERK

POSITION INFO:

Admin Duties:

• Monthly reporting on attendance registers for all admin and office staff due date 3^rd of each month then to be emailed to HR.
• Monthly reporting on all company vehicle mileage this gets requested from Accounts office.
• Daily copies & emails
• Filling and sorting of Jobs slips.
• Matching of credit card statements and invoices.
• Diarize site visits and appointments.
• Assisting with accommodation & travel arrangements when required
• Petty cash management
• Assisting electrical & sales with required quoting & paperwork
• Taking messages and sending emails

Reception duties but not limited to:

 

• Any incoming calls means potential business; therefore, it should be answered as quickly as possible.
• Answer calls and respond to emails
• Route customer inquiries appropriately, both telephonically and by email
• Where appropriate, research required information using available resources
• Deal sympathetically with customer complaints and pass them on urgently to be dealt with by the relevant sales people or the relevant factory personnel
• Screen Sales calls with good understanding of company(fairly intense training required)
• Carry out Admin duties
• Assist with the initial loading of information into Honey Bee or any other CRM system, as well an ongoing maintenance of information where necessary
• Update existing customer information (Honey bee or any other CRM)
• Identify and escalate priority issues expediently
• Route calls to appropriate resource, and have a plan B ready (from the course) as to how you should handle an unanswered call you outed to an individual
• Where appropriate, follow up with the relevant personnel that they have, for example, returned so and so’s a call for which they passed on a message
• Document all call information according to standard operating procedures
• ALWAYS try to screen all calls wanting to speak to a director or any senior manager.
• All visitors have to complete the visitors log book on the reception desk along with a visitor sticker when they enter the factory.
• Offer refreshments when applicable and assist with refreshments during board meetings

General duties, but limited to:

• Operate and maintain a wide‐variety of office equipment including copiers, fax machines, scanners, and computers
• Work with vendors and service providers to keep office systems functioning smoothly at all times
• Maintain office furniture and storage layout, suggest improvements, and implement changes as needed or directed
• Manage office consumables including office supplies, kitchen supplies, printer and copier supplies, stationary, etc.
• Maintain telephone system (programming, maintenance, repair, and training)
• Maintain office infrastructure: Copier (programming, maintenance, repair, troubleshooting, and training), Printers (troubleshooting, repair, and replacement), Office Alarm (maintenance, programming)
• The reception area must be neat at all time we do an assist with walk in customers.
• We do not sign for any stock items the suppliers will have to deliver all goods at the Receiving department.
• All use of Conference and Boardroom must be booked by the receptionist at all times. Open the conference room in the morning and before you leave in the evening check that the lights and air- conditioning are switched off when empty.
• This list should be updated as soon as changes occurs within the departments. This list should then be sent to the Everybody email address.

Min Requirements:

• +/- 5 years’ experience in reception & admin related environment
• Matric certificate or equivalent
• Well spoken & customer orientated
• Bilingual
• Strong computer skills
• Must have good people skills (perceptive and have empathy)
• Must be a team player

 

NB! This job is now closed. You can apply for other jobs by uploading your CV.

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