Front Office Administrator needed at Construction Industry Development Board

Job Description

• To keep offices running smoothly by fulfilling clerical and administrative responsibilities and provide OHS support.
• Required to prepare for all daily, weekly and monthly tasks to ensure work is timeously completed. Expected to reach certain targets and/or ratios on a daily, weekly and monthly basis.
• Reception and switchboard management: Greeting customers and other visitors and directing them to relevant offices and meeting rooms 
• Receive incoming calls
• Direct calls to appropriate departments or personnel 
• Take messages when relevant department or person is unavailable 
• Report any faults to VoIP service provider/ IT 
• Answer incoming calls promptly and courteously within 3 rings 
• Manage switchboard functionality and update contact lists regularly 
• Allocate phones, pins to new and existing users 
• Prepare monthly reports on telephone usage.
• Front Office administrative support: Maintain visitor logs accurately and securely 
• Coordinate daily mail and courier dispatch and receipt 
• Providing administration support to the team 
• Tracking, replenishing and ordering office supplies to avoid interruptions in standard front office procedure.
• FM Helpdesk management: Log facilities-related requests promptly into the helpdesk system 
• Assign and follow up on tickets within agreed service levels 
• Communicate with staff and contractors regarding request status.
• OHS support: Participate actively in occupational health and safety initiatives 
• Assist with emergency evacuation drills and reporting 
• Report and escalate health and safety hazards promptly.
• Venue/ Boardroom co-ordination: Make boardroom bookings and appointments 
• Manage cancellations and reschedule appointments 
• Follow up with clients 
• Manage onsite boardroom bookings and avoid scheduling conflicts.

Job Requirements

EDUCATION and/or EXPERIENCE

• Higher certificate in office administration or public administration, (NQF Level 5) one-year related experience.