Receptionist

Clicks Group Limited; Cape Town; On-site; ZAR 134,000 - 201,000; Full time

Job summary

Clicks Group Limited is seeking a permanent Receptionist to join the Group Facilities team at Clicks Head Office in Cape Town. You will receive visitors, answer calls, and relay messages to the right person, while maintaining a friendly, professional demeanor and a tidy reception area.

Reporting to the Supervisor, you will manage visitor registration, provide directions, transfer calls to extensions, and support general administrative tasks, ensuring compliance with policies and SLA requirements.

Qualifications

• Matric
• Customer Service experience and administration
• A telephonist certificate

Responsibilities

• Answer external calls within 3 rings using the standard greeting.
• All messages must be relayed promptly via e-mail or hand delivered to the correct person using the message standard template.
• To provide correct and accurate directions to the office.
• Ensure that internal telephone list is kept up to date with accurate information at all times and according to the SLA.
• Transfer telephone calls to the correct extensions at all times.
• Attend to visitors in a prompt, professional and friendly manner.
• Ensure general tidiness of the reception and waiting area.
• Ensure Visitors Registration Book is completed by all visitors.
• Notify the relevant staff member of their visitor's presence.
• Ensure the visitors are collected at Reception.

Skills

Customer service

Administration

MS Office

Telephone system knowledge

Communication skills

People skills

Planning & organisation

Education

Matric

Tools

MS Office

Job description

We are looking to recruit a permanent Receptionist to work within the Group Facilities department. The role will be based at Clicks Head Office in Cape Town and will report to the Supervisor.

Receive all visitors in a friendly and professional manner and promptly notify the relevant person. Answer the telephone in a professional manner and transfer calls correctly.

Reception

• To answer external calls within 3 rings using the standard greeting.
• All messages must be relayed promptly via e-mail or hand delivered to the correct person using the message standard template.
• To provide correct and accurate directions to the office.
• Ensure that internal telephone list is kept up to date with accurate information at all times and according to the SLA.
• Transfer telephone calls to the correct extensions at all times.
• Attend to visitors in a prompt, professional and friendly manner.
• Ensure general tidiness of the reception and waiting area.
• Ensure Visitors Registration Book is completed by all visitors.
• Notify the relevant staff member of their visitor's presence.
• Ensure the visitors are collected at Reception.

Administration

• Good Presentation and communication Skills.
• Attention to detail and accuracy.
• Analytical thinking and in depth assessment of problems with a solution based thought process.
• To advice where preventative maintenance is required.
• Logging of calls and the following up.
• Maintain an approved list of contractors and assist managing Contractors.
• Advice on Soft Services areas for improvement.
• Ensure compliance with all OHS and Quality related policy and procedure as well as standards set.
• Follow policies and procures.

Access Control

• Follow all Access Control regulations for visitors.
• Ensure that new staff members have been issued an access card in accordance with the procedure.
• Ensure that record is kept of all access control issues during a period.
• Log and maintain the lost property register.
• Report on any irregularities with Lost Property.
• Administer Lost/Found items - Notify the relevant parties.

Qualifications and Experience

• Matric
• Customer Service experience and administration
• A telephonist certificate

Skills, Abilities and Job Related Knowledge

• MS Office
• Knowledge of the telephone system
• Excellent customer relations and people skills
• Ability to plan, organise and control own work effort Ability to work under pressure
• Well groomed and presentable
• Attention to Detail
• Ability to communicate effectively with all levels of staff, contractors and management.
• Taking prompt action to accomplish objectives.
• Spotting the problem before it is logged.
• Must be energetic and highly self-motivated
• Must be reliable and approachable
• Must be self-motivated and team oriented
• Must be friendly, polite and helpful when dealing with customers
• Must be able to work competently under pressure