Description
Duties and responsibilities
- Assisting in Reception & Client Liaison Desk:
- Liaise with clients in reception
- Receiving of Serve and File Documents, record in register and distribute to partners or relevant person
- Directing all incoming mail from clients to the receiving counter of the Mail division.
- Monitoring of the coffee room & conference rooms to always ensure neat & presentable
- Reserving conference rooms for partners, ordering of refreshments for partners and client meetings.
- Managing the Interpark parking cards
- Liaising with the clients via the intercom system, managing the parking boom system for client entrance.
- All general reception duties e.g. the tidying of the reception area
- *Operating the photocopy machine:
*- Making copies of documents - Collecting and delivering of all urgent copied documents
- Creating bundles of documents for the CPL dept when required
- Reporting of the malfunctioning equipment when necessary.
Assisting with all switchboard duties:
Answering of telephone calls
- Transferring of calls to the correct departments
- Obtaining local & international contact numbers for partners and staff
- Dealing with general telephone enquiries
- Printing of telephone management system reports when required
* Assisting in the Stationery Storeroom*:
Processing of all stationery requests from Partners, Staff and Branch offices
- Deliver all stationery requests
- Maintaining a stock level via stock control
- Provide the purchase division with list of requirements to place order
- Assisting at the Technical desk and Technical division
- Allocation of technical repair requests from partners and staff to the technical team.
- Monitoring of the Technical helpdesk and signing off completed job cards.
- Access card requests
- Monitoring and allocation of parking
- Secretarial duties for the Admin department
- Managing and topping up of the comorbidity data requests from staff
- Issue of specialized stationery.
- Maintaining a stock level of specialized stationery and provide the Procurement department with a weekly order sheet.
- Assist with room set up per internal requirements.
- In the absence of the technical person assist were required.
- Assist in all other Admin departments - performing general office duties (when necessary)
Skills and knowledge
- A literate and fully bilingual person
- A well groomed person
- Basic knowledge of Reception, the Stationery system
- Computer literacy in MS Word & Excel
- Excellent communication, telephone and people skills
- Numerical ability
- Ability to work independently and use initiative
- Ability to work under pressure while keeping calm
- Ability to deal with several matters at once
- Exceptional organizational skills
- Sound knowledge of an electronic switchboard
- Knowledge of Outlook
- Typing skills
- Legal firm knowledge will be an asset
Qualification/s
- Matric or equivalent qualification
- Computer Course
- Secretarial Diploma or relevant secretarial experience
- +- 1-2 yrs relevant experience in general admin duties