Receptionist / Admin Assistant

A challenging opportunity exists for a Receptionist / Admin Assistant. The successful candidate will be based in Cape Town.

Job Purpose:

The core purpose of this role is to provide coordination and administration support to the Admin Department as well as the entire company in the areas of day to day front desk functions, answering and screening of phone calls and daily correspondences (courier and office boy dispatch arrangement).

Key Metrics:

Screening visitors & incoming calls
Office cleanliness - working closely with the cleaning lady to ensure that all common areas are always in clean & tidy conditions.
Monitor the dispatch / courier services - Timely delivery of parcels / letters.
Pantry & office equipment maintenance
Administration Support

Screening all incoming phone calls before referring them to the concerned parties and take down messages whenever is necessary.
Receives and screen visitors before directing them to the concerned department/personnel
Preparing Purchasing Order in the SAP system for the supporting functions like IT, Sales, Finance, Admin & Supply Chain
GR Monthly Invoices
Proper coordination with the courier company / office dispatch services. To ensure timely delivery of documents and parcels domestically and internationally.
Courier Reconciliation (DHL & Crisis Couriers)
To provide administrative assistance to various department whenever required
Coordinate and Organize Meetings

Working together with the Admin Officer to coordinate and organize the meetings held in the office
Ensure all meeting facilities (rooms & equipment) are always in the “ready to be used” conditions for upcoming meetings.

Housekeeping

To practice proper housekeeping for general office area and ensure it is constantly kept clean and tidy, inclusive of admin store room
To work with the cleaner on proper observance of janitorial rules & guidelines
Carry out periodic maintenance check on all areas of the office premise to ensure safety. No blockage to the emergency exit.
Security & Safety

To assist in maintaining security and safety of the office by carrying out the relevant procedures laid down by management so as to prevent intrusion of visitors.*
Manage visitors’ register*
Consumer Relations

Manage Hellopeter.com (consumer forum) website: provide prompt replies to all complaints/queries on the Levi’s page and ensure follow through until resolved.*
Manage day-to-day consumer queries and direct to the relevant department.**
Manage end-to-end consumer quality complaints and returns process*
Communications Equipments and Utilities

To give prompt notification to relevant authorities, contractors to service / repair any breakdown or disruption to all communications equipment and utilities. To follow up on this to ensure prompt service perform so as not to disrupt company operations.
Requirements:

Education: Matric

Experience: 2-3 years experience, preferably in retail industry

Switchboard experience

SAP (advantageous)

Functional Competencies:

Strong Planning and Time Management skills
Good communication skills and is able to interact well with visitors and customers
Strong numerical ability
Intermediate knowledge of MS Office applications
Ability to maintain good working relationship with key stakeholders
Able to perform detail work

Job ID : , #559, 212 views,

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