Key Duties and Responsibilities:

Reception Duties and Responsibilities:

• Greet clients and visitors and set a positive and professional office atmosphere.
• Answer the phone, take messages, and redirect calls.
• Organise and maintain files and records.
• Manage boardroom bookings and communicate clashes.
• Receive and distribute supplies and parcel deliveries.
• Record staff movement.

Administrative Duties and Responsibilities:

• Stationary order, issue, and stock control.
• Weekly audit of stock issued by the cleaning staff (groceries and cleaning products) and report any inconsistency or abuse.
• Send daily credit card payments to Debtors.
• Update and completion of acknowledgements forms for computer equipment for all CPT employees.   

Procurement:

• Obtain quotation for stationery and grocery replenishment.
• Do PRF’s for all purchases done.
• Define the requirements for cleaning products and toilet paper. Obtain quotations for approval and place order timeously monthly.

General Duties and Responsibilities:

• Complete and sign weekly timesheet for the cleaner and forward to HR & Facilities manager for approval and payment by finance team.
• Supervise cleaning staff and ensure all duties are performed. Report any issues to HR & Facilities manager.
• Report faulty appliance, broken furniture, and structural damage and/or repairs.
• Ensure the efficient operation of the company reception and liaise with VoIP to ensure the telephone system is always functional.
• Ensure regular service of equipment such as air conditioners, printers etc.
• Report any abuse of stock or resources.
• Ensure the efficient operation of the company reception and liaise with VoIP to ensure the telephone system is always functional.
• Send any customer complaints or compliments received to the relevant department and keep HR & Facilities manager informed.
• Work hand in hand with the CPT landlord for any maintenance requirements or issues pertaining to the building.

Stack Project Duties:

• Receive all returned devices, by walk-in customers or courier sent.
• Capture all returned devices on relevant form by completing all the information fields, this includes the scanning of the Serial & MAC numbers.
• Ensure all courier’s sent parcels are captured on the Returns Sheet, on the same day received.
• Help walk-in customers if needed in completing the form on the tablet.
• Pack all units that will be refurbished in a box and send to head office team for further actions. All non-refurbished units to be stored in Cape Town Warehouse.
• Raise all returns sheet and tablet errors or issues as soon as possible to the VAS team manager.

Requirements:

• Internal training: During the first week of your employment, you’ll be presented with training plan designed to guide you through your on-the-job training experience.

Minimum Qualifications:

• Matric
• Excel proficient
• Any additional administrative training will be beneficial.
• Minimum of 3 years’ experience in office administration.

Additional Skills:

• Strong communication skills
• Takes initiative/ pro-active.
• Self-management skills
• Works well with all kinds of people. Excellent interpersonal skills.
• Remain calm under pressure.
• Attention to detail and high-level of accuracy.
• Honest and trustworthy.