Receptionist (2678) needed at The South African National Roads Agency

MINIMUM REQUIREMENTS:

• National Senior Certificate (Grade 12). A post matric qualification will be an added advantage.
• Three year’s reception and switchboard experience.
• Must be computer literate and proficient in using Microsoft package.

KEY RESPONSIBILITIES:

Receive and welcome visitors

• Greet and welcome visitors, determine nature of business, and direct them appropriately to correct venue, other SANRAL offices or the CoC that would be able to assist the visitors in terms of his/her request.
• Conform & inform SANRAL personnel of visitor arrival.
• Liaise with security by following procedures, ensuring completion of visitors’ logbook, and issuing visitor badges.
• Identify and report suspicious behaviour and or packages.
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures).
• Ensure Reception and guest-receiving areas are presentable, neat and in good order.
• Ensure professionalism in frontline is maintained at all times
• Assist all incoming guests or staff with general queries.
• Receive mail and parcels and keep register.
• Manage catering hostess with preparation and serving beverages to visitors as and when required.
• Escort guests to boardrooms for their appointed meetings.

Switchboard Management

• Professionally answer all incoming calls and respond to queries.
• Determining purpose of callers, respond accurately to queries or forwarding calls to appropriate personnel or offices of SANRAL.
• Take and distribute messages when required.
• Manage and update telephone list for Head Office.
• Maintain the telephone numbers list on the switchboard.
• Ensure the voicemail is attended to (if required).
• Transfer calls to appropriate individuals.
• Take and distribute messages where necessary – both written and e-mailed message format.
• Manage and update telephone for Head Office.
• Maintain full electronic and paper diary of all boardroom bookings.
• Assist with the booking of Board rooms for internal and external meetings.

General administrative support

• Maintain a proper records of incoming/outgoing mail and goods.
• Provide general administrative support when required.
• Receive courier and sign acknowledgment on receipt.
• Confirm and verify that correct couriered documents are received.
• Assist with travel arrangements for unallocated staff at Head Office.
• Responsible for stock-taking and issuing of stationery.
• Minute taking and arranging of Head Office staff meetings on a monthly basis.
• Assist with registry as and when necessary.