Receptionist
Listing reference: nef_000106
Listing status: Online
Apply by: 14 February 2025
Position summary
Industry: Financial Services
Job category: Receptionist/Reception Manager
Location: Sandton
Contract: Permanent
Remuneration: Market Related
EE position: Yes
Introduction
The key purpose of this role is to contribute towards the image of the NEF by welcoming clients and stakeholders visiting the NEF Office in a professional manner, direct and help them as well as ensure the hosts are timeously informed about their visitors. Additionally, answering the switchboard promptly and direct calls in an efficient manner. Also, to offer clerical support such as distribution of documents/parcels and maintaining records pertaining to the reception area.
Job description
Attending to visitors
- Attend to all visitors and clients in positive and friendly manner
- Meet the Client’s expectations by respectfully requesting them to be patient whilst redirecting a telephone call appropriately and attend to them immediately thereafter
- Treat all clients with courtesy and be able to calmly deal with conflict management
- Ensure that staff members are timeously informed when their clients and guests have arrived
Answering and screening calls
- Answer all telephone calls promptly and professionally
- Direct / transfer callers to appropriate staff members and departments or to their voicemail in the case they are not in the office
- Ensure that messages are thoroughly, correctly taken and are passed to the relevant person in a prompt and efficient manner
Booking of meeting rooms
- Manage meeting room bookings through the digital diary and walk-ins/ad hoc requests
- Ensure that the meeting rooms are properly organised and cleaned accordingly before every meeting commences
- Facilitate that the refreshment station is properly set up according to the required standards
- Book and record the meeting the rooms and print the meeting schedules daily, hand it to the Kitchen Assistants for refreshments’ requirements
Administration and co-ordination for the department
- Keep the telephone list updated and circulate to the organisation on an ongoing basis for ease of reference
- Deal with couriers and deliveries arriving to the Head Office and distribute them accordingly
- Maintenance of the reception area ensuring that there is no accumulation of parcels
- Ensure the Reception area is always clean, tidy and stocked with periodicals and company literature
Minimum requirements
Qualification Requirements
- Grade 12 / Matric is essential
- Secretarial Certificate/Diploma
- Tertiary qualification (Business Administration or relevant field) would be an advantage
Experience / Skills Required
- Minimum of 3 years proven work experience as a receptionist in financial services, development finance or similar industry
- Minimum of 2 years’ experience as a switchboard operator in a customer services environment.
- Ability to remain confidential and treat sensitive information with the highest level of diplomacy
- Must have a professional and confident telephone etiquette
- Ability to always maintain a high level of customer service
- Must be dependable, friendly and have a personable demeanour
- Meticulous organizational skills, ensuring the front desk always operates smoothly
- Experience with administrative and clerical procedures will be advantageous
- Well-spoken, professional appearance and attitude
- Excellent written and verbal communication skills
- Great attention to detail
- Problem-solving abilities
- Multitasking and time-management skills, with the ability to prioritize tasks
- Proficiency in Microsoft Office Suite i.e. Outlook, Word, PowerPoint, MS Projects, Excel
Personal Attributes/Behaviours/Attitudes
- Assertive
- Professional communication skills
- Customer Service Orientation/Client Focus
- Patience
- Stress Management
- Planning, Prioritising & Time Management
- Discreet and confidential
- Integrity
- Calm and composed demeanour
- Ability to work under pressure
The NEF is committed to the Employment Equity Act, and as such, the NEF will give preference to candidates from designated groups in terms of the EE Act and persons with disabilities.