Executive Receptionist – Office Support – International

Synopsis

Our client is an International Legal Firm looking for a dedicated young person with the desired skills and professionalism to be a reflection of the companies good reputation. This candidate is the first face or voice that any client across the world hears and sees.


Minimum Requirements

Qualifications
Grade 12
Secretarial/administration or related qualification
Post grade 12 qualification an added advantage

Experience
At least 1 years’ experience as a receptionist or related customer facing role in a large organization Previous experience as an Executive Receptionist
Legal experience is a big must.


Knowledge / Skills
Basic computer literacy
English literacy
Intermediate computer skills with the ability to work on Microsoft Power Point, Word and Excel
Positive, professional engagement with clients and visitors
Professional telephone skills and etiquette Sound Microsoft Office computer skills
Excellent verbal and written communication skills
Good interpersonal skills
Experience in operating a switchboard and / or reception desk
Safety Minded, Teamwork, Performance and Results Driven, Customer Focused

Behavioural Competencies
Problem solving skills
Sociable, outgoing personality and team player
Polite and friendly disposition
High energy levels of enthusiasm
Strong work ethic
Ability to deal with ambiguity
Customers and service orientation
Ability to apply situational leadership


Role Description

Main Outcome 1: Front Desk Management
• Appropriately and professionally welcome all visitors and employees to the Company Office
• Receive deliveries and ensure relevant sign-off takes place in accordance with policies and procedures and distribute to the correct role player/s
• Advises staff of visitors arrivals
• Maintain the reception areas rooms to ensure it is kept neat and tidy at all times
• Liaises with shuttle driver for visitor transfers and delivery / collection of items
• Act as fire marshall / first aider

Main Outcome 2: Operate Switchboard • Operate the telephone and switchboard system and ensure the switchboard system is fully functional by escalating issues timeously
• Answer and screen incoming calls and direct calls to the relevant role players
• Take accurate and detailed messages when relevant staff members are not available
• Relay messages to the relevant staff member/s timeously
• Attend to client queries or redirect queries to the relevant role players

Main Outcome 3: Meeting room set up
• Acts as a host to clients and employees in meeting rooms and deals with requests and issues
• Secure and book meeting rooms and updates display monitors
• Set up conference calls / presentation set ups / video conference calls
• Set up training room as per configuration requirements
• Maintain meeting rooms to ensure it is kept neat and tidy at all times

Main Outcome 4: Clerical and Administration duties
• Assist the executive secretary with administration duties
• Handle all incoming faxes, letters and correspondence
• Ensure the company driver delivers documents when required
• Assists with the collection of post as well as ensure all incoming mail is signed for and
• collected
• Ensure all deliveries to reception is documented and signed for
• Ensure meeting rooms are correctly allocated for meetings
• Compile ad hoc reports when required


City: Sandton - Johannesburg

Salary: R16 000 - R21 000

Duration: Permanent