Receptionist (Half day Role)

Insphired; Johannesburg; On-site; ZAR 120 000 - 240 000; Full time

Job summary

An established industry player is seeking a dedicated Receptionist to join their team in Johannesburg. In this role, you will be the first point of contact for visitors and callers, ensuring each interaction is handled with professionalism and warmth. You will manage reception duties, including answering calls, greeting visitors, and maintaining essential logs and records. The ideal candidate will possess strong communication skills, a friendly demeanor, and the ability to handle challenging situations with ease. If you are looking for an opportunity to contribute to a dynamic environment while showcasing your organizational skills, this position is perfect for you.

Qualifications

• Minimum 1 year experience as a receptionist required.
• Matric is essential for this position.

Responsibilities

• Answer calls professionally and assist visitors with a positive image.
• Record messages accurately and manage visitor logs effectively.
• Order groceries and manage stock levels timely.

Skills

Exceptional communication skills

Computer Literate

Microsoft Office (Excel, Word, Outlook)

Professionalism

Use Initiative

Friendly and Attentive

Patient and Understanding

Education

Matric

Tools

Smartsheet

Job description

Our client in the Medical and Pharmaceutical industry is looking for a Receptionist in Parktown, Johannesburg.

POSITION INFO : Switchboard :

• Answering the telephone in a friendly and professional way within 5 seconds of call received.
• All calls for Senior Management must be screened thoroughly before calls are transferred.
• Assist irate and unhappy customers/service providers in a calm, confident and understanding manner.
• Any irate, difficult, unhappy customer must be forwarded to the COO. If the COO is not available, forward the call to any other available senior manager that will attempt to resolve the problem effectively.

Recording messages : Responsible for accurate recording of messages and forwarding messages electronically to the relevant persons.

• Message must reflect caller name, date and time of call, and short message regarding the caller’s requirements.

Receiving Visitors / Staff Members :

• Monitor visitors entering the premises.
• Confirm on Austell visitors log of Smartsheet that the visitor may enter the premises.
• Once confirmed, delete the entry on the Austell visitors log of Smartsheet.
• Receive visitors and guests professionally by greeting them and offering them refreshments.
• Establish who they are, where they are from, and whom they have come to visit.
• Notify the Austell employee, then notify the visitor when the employee will collect them.
• Issue visitors with visitor’s tag or sticker.
• Record visitors on Visitors Smartsheet and ensure the sheet is updated and accurate at all times.
• Project a professional, positive image to all visitors and guests.
• Maintain the attendance register for Austell HO.
• All leave taken by employees must be confirmed with HR before recording onto the Smartsheet Register.

Maintenance of groceries :

• Ordering groceries timeously, using only selected providers.
• Delivery of groceries to Dezzo must be correct and must be done timeously.
• Ensuring the stock levels are accurate and recorded accurately on Smartsheet. Stock levels to be updated daily.
• Stock room key is to be managed by Receptionist and is only to be distributed to designated personnel when required. When the key is issued out, it is the Receptionist's responsibility to record who the key is issued to and ensure it is returned. When the key is in the possession of the Receptionist, it is to be kept in a secured place at all times.

Wireless Boardroom Device Bags :

• Managing wireless boardroom device bags by issuing and collecting wireless boardroom devices according to Boardroom Device.

Smartsheet :

• Ensuring that the boardroom device bags are only issued to staff who have booked the device on the relevant Smartsheet.
• Checking the contents of each bag when it is returned and making sure that all relevant devices are in each bag.
• Ensuring boardroom device bags are securely locked away at end of business daily.

Ensure that an updated list of current and new Austell products, with the relevant brand manager, is kept on hand at all times. This is to ensure that any and all queries pertaining to brands can be quickly and accurately transferred to the correct person. Liaise directly with marketing to receive the list.

Post delivered to the office must be sorted and distributed to the relevant person within 24 hours. Any post not distributed for any reason is to be securely locked away until it can be distributed.

Ordering of Adhoc items from Servest.

Requesting stationary quotes as and when required.

Responsible for sending parcels and documentation to various suppliers as and when required (DHL).

Assisting with adhoc functions as and when required, this includes (but is not limited to) assisting various departments with typing or other tasks that may be required (only if time permits).

No casual conversations are permitted while managing the reception areas.

The Receptionist is required to be well-groomed and professional at all times. This includes but is not limited to wearing corporate attire in line with the dress code, and speaking and addressing all personnel and external guests and visitors with respect and politeness.

EDUCATION

• Matric.

EXPERIENCE.

• Minimum 1 year experience as a receptionist.

SKILLS / PHYSICAL COMPETENCIES

• Computer Literate.
• Microsoft Office (Excel, Word, and Outlook).

BEHAVIOURAL QUALITIES

• Exceptional communication skills (Verbal and Written).
• Professionalism.
• Energetic.
• Friendly and Attentive.
• Patient and Understanding.
• Co-operative.
• Use Initiative.

DESIRABLE SKILLS & EXPERIENCE :

• 3-5 years experience as a receptionist.
• Ability to help irate and difficult customers.