CENTRE RECEPTIONIST – The Marc, Sandton - Cape Town, South Africa - Tower Group

Description

QUALIFICATIONS AND EXPERIENCE:

• Grade 12 (Matric)

• Minimum of 2 - 4 years' experience in administrative environment.

• Strong Proficiency in relevant computer packages (MS Office) and software packages (MS Office)

Office Support:

• Maintain the reception area. Must always look professional.

• Ensure the efficient and effective operation of the reception area.

• Answer all incoming calls and direct caller's inquiries to the relevant person.

• Communicate detailed and accurate messages to staff members.

• Receive and act as first point of contact for all contractors/customers/ tenants and assist with queries.

• Hostess and welcome guests, directing them to appropriate boardroom.

• Preparing boardrooms for tenants, clients, and team meetings.

• Inform relevant staff of visitors' arrival.

• Offer refreshments to visitors.

• Assist scheduled contractors with access to the building.

• Manage communication to both retail and corporate tenants at the Marc.

• Daily checks on the cleanliness of the precinct e.g. bathrooms, pick-up zones, smoking areas.

• Keep and maintain a key register for all vacant shops and offices within the precinct.

• Project a professional image of the company by:

o Delivering friendly and efficient service.
o Ensuring calls are dealt with speedily.
o Effectively answer or direct queries or enquiries.

• Assist the property management team with all administrative functions of the office.

• Ensure all new tenants are sent flowers to welcome them to the Marc.

• Update the internal telephone directory monthly.

• Responsible for all other duties as assigned by management.

Administration of Precinct:

• Professionally and effectively, and in accordance with specific policies and procedures, administer and manage the facilities management services for the precinct in respect of:

o Processing of internal & external written and telephonic communications
o Logging calls for all reports handed in by the service providers or property management team.
o Assist in managing invoice spreadsheets and ensure that contractor's quotes and invoices have been forwarded for payment to the finance department.
o Follow up on all outstanding invoices to ensure payment is made.
o Assisting with the coordination of cleaning
o Ensure enough cleaning staff, as per SLA is on site daily.
o All equipment is available and fully functional.
o Ensure security is on site, as per SLA.
o Daily efficiency of the help desk.
o Attend all Property Management Meetings, record and communicate minutes timeously and do follow ups to ensure all action items have been attended to by the due date.
o Manage, document and record all electrical compliance Certificates for the respective buildings and file all original certificates.

• Monitoring of The Marc's social media – responding to customers queries, complaints, reviews, questions, and other related queries about The Marc.

Business:

• Excellent communication and interpersonal skills on all levels

• Innovative thinking and ability to follow process.

• Dynamic and enthusiastic.

• Ability to work as part of a team.

• The ability to interact professionally with tenants and landlord.

• Competent time management skills.

• Be deadline driven.

Human Capital:

• Transparent honesty.

• Reliability.

• Positive Attitude and highly motivated

• Lead by example.

• Assertive and effective communication.

• Sensitive to client and staff requirements and problems.

• Ability to create a professional office environment.

• Organization and planning skills.

• Demonstrate strong moral values, empathy, passion, career aspirations, and positive living.