Receptionist - Agriseta

eg. Accountant or Accounting or Kempinski



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Job Description: Responsibilities, Qualifications, and Necessary Skills





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JOB PURPOSE

  • To provide telephony services via switchboard.
  • To serve as the Receptionist and Front Desk services officer.

ROLE CONTEXT

  • To provide administrative and stakeholder support services for the organisation.

KEY PERFORMANCE

AREA FUNCTIONAL OUTPUTS / ACTIONS

  • Managing Switchboard and Front Desk (Customer Relationship Management)

Switchboard Services:

  • Manage incoming calls and direct them to the relevant employees or divisions.
  • Record messages and ensure that it reaches the recipient within one hour of the call.
  • Track the issues register at reception, which notes challenges, short comings, and stakeholder complaints and similarly, escalate urgent and immediate matters to the Head: Marketing & Communications.


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Front Desk / Reception services

  • Manage the organisation’s visitor register and direct such visitors and service providers according to AgriSETA’s guidelines and protocols, which will be set by the Head: Marketing & Communications.
  • Ensure that the Front Office is presentable, professionally arranged (free of noise and loitering).

Administration 

  • Capture and keep an accurate record of incoming and outgoing documentation, such as, parcels and documents.
  • Ensure safe keeping of the waybills and documents from courier service providers.
  • Ensure tender documents are directed to the Tender Box as and when published.
  • Manage and direct stakeholder documentation known as portfolios of evidence.

AD HOC 

  • Perform any other duties which may be assigned from time to time.
  • Make recommendations for the smooth running and continuous improvement of the Front Office and telephony services.

PROVISION OF SERVICE TO INTERNAL

EMPLOYEES AND EXTERNAL STAKEHOLDERS

  • Ensure that correct contact details are provided to stakeholders, as requested.
  • Direct any calls to the relevant divisions and relay messages to respective employees via email.
  • Report any emergencies to the relevant divisional executives (or the Head: Marketing & Communications) as and when they occur.
  • Ensure that the Front Desk is always attended to during the working hours from 08h00 until 16h30.

MINIMUM

QUALIFICATIONS AND EXPERIENCE

  • NQF Level 5 in relevant Qualification in Administration or equivalent.
  • One (1) year reception and switchboard management experience.
  • Knowledge of Microsoft Outlook (for sending emails)
  • Knowledge of Microsoft applications (Excel, Word, PowerPoint
  • will be an advantage.
  • Fluent in English.


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JOB COMPETENCIES AND SKILLS REQUIRED

  • Professionalism
  • Neat personal appearance
  • Telephone etiquette
  • Customer service
  • Good communication and articulation skills
  • Interpersonal Skills
  • Computer Literacy
  • Demonstrate ability to work well as part of a team
  • Time Management
  • Ability to work under pressure
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  • The Recruiter reserves the right not to proceed with filling the position.
  • An application will not in itself entitle the applicant to an interview.

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