Receptionist - East London, South Africa - Own Haven Housing Association

Own Haven Housing Association

Verified Company

East London, South Africa

1 week ago

Posted by:

Thabo Mthembu

beBee Recruiter

Description

Summary

Effective management of Own Haven's reception area, answering of the switchboard, and professional interaction with OHHA's stakeholders, current and prospective clientele, ensuring direction to appropriate staff.

Key Performance Areas

1. Operational Requirements

FRONTLINE/CUSTOMER SERVICE

Open and close office daily
Receive all visitors
Answer all incoming calls via the switchboard, putting calls on hold and answering next call when necessary.
Ensure the switchboard is redirected to nightservice outside of official office hours
Forward calls and queries appropriately
Attend to relevant enquiries.
Ensure front office neat and tidy.
Receive, date stamp and distribute mail.
Always ensure reception manned in terms of roster
Monitor staff movement in and out of organization.
Check all doors and windows on the ground floor ensuring they are closed before leaving
Ensure everyone complies with all Covid19 protocols

ADMINISTRATION

Assist with the folding of statements for delivery.
Typing as required
Assist with the copying and binding of documents
Ordering stock of teas, cleaning, stationery and water
Check paper stock at printers daily
Assist with filing when required
Assist with Proof of residence and gate passes
Reporting telephone and printer faults
Tenants attendance register
Interact with service providers and maintain relationships.
Obtain quotes as and when necessary
Any ad hoc admin as and when requested
Request collection and delivery of parcels with courier company

CASH RECEIPTING

Ensure effective cost saving and waste elimination
Account for all monies received from tenants.
Ensure all monies are reconciled daily and locked in the safe.
Receipt book to be locked in receptionist's draw.
Weekly reconciliation of takings to be handed over to finance

COMMUNITY DEVELOPMENT

Manage CSI activities in line with OHHAs mainstreaming plans
Attract new and engage with current volunteers involved in the CSI programmes
Attend meetings and events to assist with the guiding of current and new CSI programmes
Relate & promote a customer friendly environment in all developments

2. Financial

Ensure effective cost saving and waste elimination
Ensure capital expenditure plans are met
Ensure control and approval of expenses in accordance with the company approvals framework

3. Human Resources

Familiarise yourself with and, at all times, act in accordance with the company's policies and procedures
Promote diversity, equal opportunity and fair treatment in the workplace

4. Quality Assurance

Comply with Quality requirements as outlined by the company procedures and Written Instructions in all tasks and activities
Ensure that the required procedures and quality standards are adhered to
Ensure high quality standards of work are adhered to at all times
Complete all documentation timeously and accurately

5. Safety, health and environmental

Carry out any duty or requirement imposed on the company by the OHS Act
Ensure that the requirements of the OHS Act are complied with by every person under your supervision
Ensure that reasonably practicable steps are taken to identify, manage or eliminate any hazards or potential hazards to the safety or health of employee
Report any unsafe or unhealthy situations to the Managing Director

Minimum Requirements