The Receptionist & Office Administrator serves as the initial point of contact for guests, visitors, and callers, ensuring exceptional customer service and efficient operation within the reception area. This role requires multitasking across various administrative duties to support the smooth functioning of the office and enhance overall team productivity.
KEY RESPONSIBILITIES:
Greeting Visitors & Monitoring:
Warmly welcome and assist guests and visitors upon arrival, ensuring a professional and friendly first impression.
Inform relevant staff members of visitor arrivals promptly.
Offer refreshments to guests when necessary.
Monitor the entrance and exit of individuals, ensuring the safety and security of the premises.
Report any suspicious activity or security concerns to management immediately.
Reception Area Maintenance:
Maintain a clean, tidy, and professional reception area at all times.
Telephone Management:
Answer all incoming calls promptly and professionally.
Provide accurate information about the company and direct callers appropriately.
Take detailed messages and ensure they reach the intended recipient in a timely manner.
Exercise discretion in screening calls, particularly identifying and filtering out unsolicited or irrelevant calls such as telecalls or cold calls, to ensure that only necessary and valuable communications are directed to staff members.
Always maintain all company email addresses and extension numbers, ensuring that updates are communicated to all staff. It is also required to communicate these updates to the IT department to ensure accurate billing maintenance.
Program the switchboard to reflect company closures, holidays, and special events.
Report any telephone equipment issues or line faults to the appropriate service provider for resolution.
Assist in training all new employees for switchboard relief, in totality, to ensure smooth transitions and adherence to company standards.
Administrative Support:
Assist assigned team members with administrative tasks, including material preparation, proofreading, and data entry.
Manage appointment calendars and schedule meetings as needed.
Prepare and distribute internal communications, memos, and notices.
Assist in the planning and coordination of company events, meetings, and functions.
Perform other related duties as assigned by management to support overall office operations.
Document Management:
Take an active role in maintaining the office's document management system through regular filing, paper sorting, shredding, and scanning tasks.
Ensure that filing rooms are kept neat and tidy, with files labeled and stored in their correct place.
Verify that only the correct years' documents are stored in the filing room, and handle the archiving of documents as needed.
Ensure all documents are readily available and accurately filed at all times, supporting efficient retrieval and compliance with record-keeping standards. This must include stocktake sheets from each stock take that are to be sent back from each branch.
Mail and Courier Handling:
Receive, sort, and distribute incoming mail and courier items efficiently.
Coordinate outbound courier services, ensuring timely and accurate deliveries for marketing and general items for company distribution. This excludes all orders for the online store.
Office Supplies Management:
Order and maintain inventory of office supplies, ensuring adequate stock levels while adhering to budget constraints.
Manage office equipment, ensuring functionality and arranging maintenance when necessary.
Maintain the server room, ensuring it is kept neat and tidy and sorted by IT equipment type. Requested items to be added to the server room stock require advance permission before it is added here, as the asset register needs to be updated prior.
Additionally, manage E-waste by requesting items for disposal and setting up the E-waste appointment,
Travel Arrangements:
Book accommodation, flights, and other travel arrangements for staff, particularly sales representatives, as required.
Ensure all travel arrangements comply with company policies and budget.
Qualifications and Skills:
Previous experience in a receptionist or administrative role preferred.
Excellent communication and interpersonal skills.
Proficiency in Microsoft Office suite.
Strong organizational and multitasking abilities.
Attention to detail and accuracy.
Ability to remain calm and composed in high-pressure situations.
Flexibility and adaptability to changing priorities.
Knowledge of office equipment and procedures.
Note: This job description outlines primary duties and responsibilities, additional tasks may be assigned based on organizational needs.
