Customer Service Receptionist - Johannesburg - Tower Group

    Tower Group
    Tower Group Johannesburg

    22 hours ago

    tower group background
    Description

    MAIN PURPOSE OF THE JOB


    The Receptionist is part of the JHB Customer Services team. The receptionist is responsible for managing the switchboard & front desk of the office and is an active member of the Customer Services team. The primary responsibility of the Customer Services team is to manage the customer ordering process and to ensure that the customer receives a smooth, professional and efficient service each time they place an order and make an enquiry. This includes managing quotations, COD orders, courier services, customer queries, backorders, goods returned, complaints and credit requests.
    This position does not supervise or direct any staff.


    Maintains the company's Safety, Housekeeping and Quality Standards. Incumbents will be subject to mandatory testing for Alcohol and/or drugs on a random, reasonable suspicion, post-accident, return to duty, and follow up basis.


    Demonstrate and promote a proactive commitment to health & safety, well-being and the environment whilst complying with all laws and company policies.
    The company operates in the Medical Devices and Printing.

    KEY PERFORMANCE AREA INPUT OUTPUT

    • Reception
      Answer all incoming calls professionally and direct them to the correct recipient
      Take messages and ensure that the calls are followed up on
      Manage the stationery requirements of the Office
      All customers calling the company received a professional service
    • General Duties - Administration
      Filing & Archiving of paperwork including supporting other departments in doing so
      Manage office stock such as tea/coffee/milk/sugar/toilet paper etc. Place orders for stock and ensure that adequate stock has been issued to all staff and departments.
      Best Practices - Improve processes and policies in support of organizational goals. Formulate and implement departmental and organizational policies and procedures to maximize output. Monitor adherence to rules, regulations and procedures.
      All reports and records to be filed
      Filing / Archiving / Scanning / Copies / Ad hoc
      Archives identified and archived annually after the Financial Audit.
      Always maintain efficiency and quality
    • Processing of Orders
      Telephone orders documented onto Order Form
      Check all fax, internet and E Mail orders and print
      Capture all orders into Macola accurately and ensure that the prices are as per the approved pricelist for that customer
      Reconcile EPS, Surgitrack and Orderwise orders from Macola to the systems
      Check Stock Levels regularly and note on the CS Board what is out of stock
      Prepare monthly reports
      Handle customer enquiries and customer queries
      Review orders by comparing to original order and print invoices (where you have not captured the order)
      Filing of all completed invoices and quotations.
      Order wise orders captured within 30 minutes of being received
      Orders processed on the day received
      Orders processed accurately
      Queries answered on a timely basis (within 24 hours)
    • Backorders
      Capture all backorders when received
      Communicate ETA for backorders to be dispatched to customers and keep customers up-to-date
      Backorders cleared on a timely basis
      Customers always up-to-date with status of backorders
      Prepare a weekly Backorder report
      Review backorders daily to be released
      Procurement always up-to-date with what is on backorder
    • Bill & Sends
      Submit Bill & Sends to Jhb before 3pm each day
      Record Bill & Sends in the Bill & Sends register
      Review the Bill & Sends Register on a daily basis
      Action all Jhb Bill & Sends once received from Jhb
      Bill & Sends completed on a timely basis
    • Quotations
      Complete all requested quotations and send to customer within 48 hours
      Record all quotations in the quotations register
      Follow up monthly on all outstanding quotations
      Prepare and submit Pro Forma Invoices to COD and Export customers
      Follow-up with Finance for when payment has cleared for COD customers
      Quotations sent to customers within 48 hours
      Quotations register up-to-date at all times to enable scrutiny and analysis of outstanding quotes
      Pro-forma invoices submitted on a timely basis
      COD customer goods released on a timely basis once payments has cleared
      Couriers
      Prepare the daily invoice register and reconcile to the daily courier manifest
      Check the Couriers Undelivered Log
      Identify problem areas for the Courier and escalate these to the Supervisors
      Follow up all delivery queries with transporter/ customer and provide feedback to the customer
      Prepare the monthly watchlist
      All orders delivered on a timely basis
      Ensures that Courier delivers on time
      Resolve queries, maintain communication
      Results logged, alleviates build up, resolves queries and maintains communication
    • Goods Returned & Complaints
      1Obtain approval for goods to be returned and provide instruction to the couriers for the goods to be collected. Notify the Receiving team of the return.
      Review the weekly Goods Returned log and ensure that items are cleared out within 2 weeks.
      Prepare customer complaint forms and credit request forms in terms of the Complaints policy.
      Provide feedback to customers on their complaints within 72 hours
      All complaints to be closed within 2 weeks
    • Environmental, Health & Safety
      Maintain the health and safety principles of the organization
      Manage stock of hairnets & dustcoats
      Safe & Secure working environment
      Zero Health & Safety incidents
      Ensure that all Visitors sign in and are subject to a Health & Safety induction
      Report all Health & Safety incidents timeously;
      Maintain a record of all staff on the premises at any given time
    • Quality
      Ensure that product quality and safety is maintained throughout orders process;
      Monitor expiry dates and ensure that customers are made aware of storage requirements for products.
      Documentation of NCAs and ARs where relevant;
      Zero audit findings
      Complaints raised and closed timeously
      • REQUIRED MINIMUM EDUCATION
        Matric (Grade 12)
      • MINIMUM PREVIOUS WORK EXPERIENCE
        5 years including 2 in a similar position
      • TRAINING
        In house
      • DESIRABLE ADDITIONAL EDUCATION, WORK EXPERIENCE AND PERSONAL QUALITIES
        PC skills (incl. Microsoft Word, Excel & Outlook)
        Excellent telephone technique and good attention to detail.
        Excellent written & oral communication and interpersonal skills
        Organizational skills with the ability to perform multiple tasks simultaneously

  • The Houghton Hotel, Spa, Wellness and Golf

    Night Auditor

    21 hours ago


    The Houghton Hotel, Spa, Wellness and Golf Johannesburg

    Direct message the job poster from The Houghton Hotel, Spa, Wellness and Golf · Role Description · This is a full-time on-site role for a Night Auditor at The Houghton Hotel, Spa, Wellness, and Golf located in Johannesburg. The Night Auditor will be responsible for receptionist d ...

  • Oxyon Human Capital Solutions

    Receptionist

    21 hours ago


    Oxyon Human Capital Solutions Johannesburg

    As a Receptionist, you are the first point of contact for visitors and callers. You provide a friendly and professional welcome and handle a variety of administrative tasks to support the smooth running of the office. You also assist with travel arrangements, event coordination, ...

  • Unique Personnel  Ltd

    Receptionist

    22 hours ago


    Unique Personnel Ltd Johannesburg

    Job Summary: · We are seeking a highly organised and professional Receptionist to provide exceptional service and manage administrative tasks efficiently. · Key Responsibilities: · Administrative Duties · Manage weekly operations for the admin department. · Maintain and update so ...


  • Unique Personnel (Pty) Ltd Johannesburg

    Job Summary: · We are seeking a highly organised and professional Receptionist to join our team. The ideal candidate will be the first point of contact for customers and visitors, providing exceptional service while managing administrative tasks efficiently. This role requires ex ...


  • Curiska Johannesburg

    Hiring: Receptionist (JHB CBD) · - Full-time position · - Entry-level role · - Salary: R5,000 - R7,000 per month · Responsibilities include: · - Welcoming patients · - Managing appointments · - Handling inquiries · - Basic admin tasks · - Payment processing · - Ensuring a tidy re ...

  • LIFE Healthcare Group

    Receptionist

    23 hours ago


    LIFE Healthcare Group Johannesburg

    A vacancy exists for a receptionist, based at Life Carstenhof Hospital, reporting to the Patient Services Manager. The successful candidate will be responsible for managing admissions and ensuring that admissions run smoothly and allocation of theatre beds are done in the morning ...


  • Ananzi Johannesburg

    Hiring: Receptionist (JHB CBD) - Full-time position - Entry-level role - Salary: R5,000 - R7,000 per month · Responsibilities include: · Welcoming patients · Managing appointments · Handling inquiries · Basic admin tasks · Payment processing · Ensuring a tidy reception area · Col ...

  • Edge Executives

    Receptionist

    21 hours ago


    Edge Executives Johannesburg

    Key Responsibilities:Greet and assist visitors with professionalism and a warm demeanor. · Manage the switchboard efficiently, directing calls and taking detailed messages. · Coordinate meeting room bookings and ensure facilities are set up to the highest standard. · Maintain an ...


  • Ultra Personnel Johannesburg

    Manage and oversee the day-to-day operations of a medical practice, managing administrative and business functions including staff recruitment, training, scheduling, financial oversight, patient records, and ensuring compliance with industry regulations, all while aiming to maint ...


  • National Renal Care Johannesburg

    We are seeking to appoint an experienced and motivated Care Home Administrator to join our team. Experience as a Home Administrator in a care home is essential to apply for this role. As the Home Administrator, you will report directly to the Home Manager and will work closely wi ...

  • The Capital Hotels, Apartments & Resorts

    Receptionist

    21 hours ago


    The Capital Hotels, Apartments & Resorts Johannesburg

    The Capital Hotels stands for equal opportunity while transforming the Hospitality Industry into a modern aspirational industry once again. We believe that the industry is broken and needs to reinvent the image of service and hospitality. We are achieving this through our incredi ...


  • Sydsen Johannesburg

    The Receptionist will oversee the front desk and switchboard, creating a professional and welcoming atmosphere for visitors, customers, and guests at the company. · The candidate will handle theatre bookings, guest viewings, and ensure a seamless visitor experience with strong co ...


  • Dream Hotels and Resorts Johannesburg

    Job Overview: · The Front Office Support Lead is responsible for ensuring smooth operations at the front desk and enhancing guest experiences. This role is pivotal in shaping the first impression guests have of the hotel, and their effectiveness directly impacts guest satisfacti ...

  • ADvTECH

    Receptionist

    23 hours ago


    ADvTECH Johannesburg

    OVERALL PURPOSE OF THE JOB: · The Receptionist is the first internal point of face-to-face or telephonic contact for the campus and is responsible for welcoming guests and greeting people who visit the campus and directing them appropriately. The Receptionist is also responsible ...

  • ADvTECH

    Receptionist

    23 hours ago


    ADvTECH Johannesburg

    · The Receptionist is the first point of contact for students, parents, staff, and visitors, playing a crucial role in the smooth operation of the school's front office. This position ensures effective communication and provides administrative support across various departments. ...

  • Four Seasons

    Spa Receptionist

    23 hours ago


    Four Seasons Johannesburg

    About Four Seasons: · Four Seasons is powered by our people. We are a collective of individuals who crave to become better, to push ourselves to new heights and to treat each other as we wish to be treated in return. Our team members around the world create amazing experiences fo ...

  • Four Seasons Hotel

    Spa Receptionist

    23 hours ago


    Four Seasons Hotel Johannesburg

    About Four Seasons: · Four Seasons is powered by our people. We are a collective of individuals who crave to become better, to push ourselves to new heights and to treat each other as we wish to be treated in return. Our team members around the world create amazing experiences fo ...


  • Deka Minas Pty Ltd Johannesburg

    The Assistant Aesthetic Clinic Manager plays a key role in overseeing the day-to-day operations of the clinic, ensuring a smooth and efficient workflow while supporting both staff and patient needs. This position requires a dynamic individual with leadership abilities, exceptiona ...


  • MedE Recruit Sandton

    A busy and thriving UPMARKET Dental Practice in Sandton, Johannesburg requires a skilled Dental Receptionist. Are you a dynamic and personable individual with excellent customer service skills? Do you thrive in a fast-paced environment and excel at multitasking? If so, we have th ...


  • Bluespec Holdings Sandton

    Key performance area: · 1. Front line customer service · Timely and professional answering of the switchboard. · Immediate acknowledgement of walk-in customers. · Handling queries if possible, alternatively directing queries to relevant department/individual. · Emailing messages ...

Jobs
>
Johannesburg