Receptionist / Administrator

SUMMARY:
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POSITION INFO:

• Education: Grade 12 or NQF level 4 qualification.
• Qualifications: Higher National Diploma or National Diploma (advantageous).
• Experience: 5 years working experience.
• Skills:
  • Ability to interact effectively with all levels of the organization.
  • Ability to learn quickly and work under pressure.
  • Good knowledge of GMP’s / HACCP / FSSC 22000 regulatory requirements, housekeeping, and health and safety.
  • Solid record of attention to detail and strict adherence to procedures and policies.
  • Good written and communication skills in English / Afrikaans.
  • Numerical and analytical skills.
  • High levels of initiative, plans, and carries out responsibilities with minimal supervision.
• Other Requirements:
  • Willingness to learn all applicable food safety requirements and company policies.
  • Able to work overtime when needed.

Job Description

• Telephone and Visitor Management:

• Receive, direct, and relay telephone calls, taking adequate messages with full details.
• Greet, assist, and accompany visitors and contractors to the appropriate department or staff member.
• Screen visitors/contractors before entering reception for company and staff safety.
• Announce all visitors before accompanying them to the appropriate department or staff member.
• Ensure visitors/contractors wear required PPE and follow company policies and procedures.

• Administrative Duties:
  • Distribute printouts or copies to the correct department.
  • Manage visitor/contractor log sheets and questionnaires, reporting discrepancies to management.
  • Collect and deliver mail.
  • Assist in planning and preparation of meetings, conferences, and conference calls.
  • Prepare refreshments and lunch for meetings.
  • Coordinate cars hire requirements and transport international visitors to the site.
  • Respond to public inquiries.
  • Coordinate the repair of office equipment.
  • Monitor, order, and distribute office stationery, kitchen supplies, and hygiene requirements.
  • Maintain housekeeping of front office, server room, and storage areas.
  • Assist with kitchen housekeeping if needed.

• Employee Management:
  • Add and restrict employees from the UNIS system for clocking.
  • Arrange and manage annual medical checks and police clearance for new staff.
  • Assist the accounting department with supplier invoices for month-end processing.
  • Maintain skills matrix and training records.
  • Maintain customer and supplier filing systems.

• Support Services:
  • Provide word-processing and secretarial support for all departments.
  • Assist with the BEE certificate file by requesting updated and new supplier certificates.
  • Support and provide administrative services for Directors, Managers, Supervisors, and staff as requested.
  • Perform other related duties as required.