Greeting visitors, handle incoming calls and perform general administrative duties. The scope of work for the receptionist position in Sandton has changed given the fact that there is no longer a reception area, therefor clients, visitors and contractors are no longer received. The job specification is therefore amended to include Helpdesk Operator responsibilities.
Office Support
- Receive, direct and redirect calls.
- Answer all incoming calls and handle caller’s inquiries.
- Act as first point of contact for all customer enquires take detailed messages, relay telephone messages.
- Assist with bookings of boardrooms if/when requested to.
- Inform relevant staff of visitor’s arrival.
- Resolve general queries from visitors.
- Project a professional image of the company by:
- delivering friendly and efficient service
- ensuring calls speedy
- effectively answer or direct queries or enquiries
Helpdesk
- PIMS Helpdesk 2/ MyBuildings – Tasks allocated can vary according to requirements and may be amended from time to time.
- Manage marketing and Transnet vendor documentation in line with procedural documentation.
- Loading of National Marketing and Transnet vendors.
- Assist contractors with day-to-day enquiries.
- Checking/auditing of Marketing and Transnet vendor received invoices and to be checked against the compliance checklist.
- Check coding of invoices as per the code supplied by the requester of the job card
- Ensuring that the correct paperwork is attached to the invoice.
- Follow up and resolve non-compliant invoices
- Reconciliation of Marking and Transnet vendor statements
- Update vendor files.
- Administration and data capturing as may be required from time to time including but not limited to Tenant information uploads to MyBuildings for broadcast purposes
Qualifications
Experience
- Minimum of 2 - 4 years’ experience in a Switchboard/Helpdesk Operator role and administrative environment
- Strong Proficiency in relevant computer and software packages i.e. MS Office
