Receptionist – Pinsent Masons


Department: Facilities

Location: Johannesburg, South Africa

Job Title: Receptionist

Hours of work: 8.30 – 5pm

INDIVIDUAL DAILY DUTIES AND RESPONSIBILITIES

Reception

§ Meet and greet clients and staff in a professional manner

· Assist visitors as required (printing, sending faxes etc).

§ Promptly answer telephone calls and redirect as appropriate, recording and relaying accurate messages as required

§ Coordinate all meeting room bookings, processing incoming telephone, e-mail and verbal requests

§ Arrange courier deliveries on request and maintain appropriate records

§ Ensure prompt collection of packages and deliveries from Reception

§ Inspect meeting rooms against agreed checklist at 08.00 each morning and at 18.00 (depending on working hours)

§ Monitor housekeeping standards and ensure that all client areas are kept tidy and presentable

· Maintain a spreadsheet recording the number of seminars, meetings, VCs and catering on a monthly basis

· Upkeep of safe contents spreadsheet.

· Monitoring and ordering of stationery items.

· Dealing with petty cash and any invoices relating to Reception.

· Book taxis for staff and/or visitors. All taxi bookings must be recorded in the taxi log held at Reception.

· Order catering supplies for meeting room service and ensure appropriate stock always held.

· Order external catering services where required and liaise with caterers re requirements.

· Issue temporary visitors’ access passes and record details in the access pass log held at Reception. Ensure that passes are returned to Reception when no longer required by carrying out daily checks.

Switchboard

· Answer all calls, both internal and external, and direct them to the appropriate person. All calls should be answered within 3 rings where possible.

· Check switchboard voicemail for messages and pass to their intended recipient.

Meeting Room Booking

· Book all meetings using Meeting Manager software. There should always be a minimum of 15 minutes set-up/breakdown time allocated at the end of each meeting to ensure that rooms are properly cleared down and set up ready for the next meeting. Back to back bookings should only be accepted if there is no other alternative and if the booker has been advised that there is no time available to clear the room following the previous meeting (this should be done by e-mail).

· Confirm all meeting room bookings to booker/host by e-mail.

· Confirm all changes to meeting room bookings, including change of room number, by e-mail. Last minute changes may be made verbally.


· Ensure details of catering and equipment required are entered on booking system.

· Obtain details of visitors’ names either at time of booking or one day in advance of the meeting.

Meeting Room Service

· Liaise with contractor re meeting room support service.

· Ensure that all meeting rooms are correctly set up ready for each meeting. Rooms should be cleared down from the previous meeting, clean and tidy, with the correct catering and equipment ready for the start of the meeting.

· Ensure all meeting rooms are properly equipped with stationery and up-to-date information such as telephone lists and IT guides.

· Check that any equipment which is required for use in meetings is correctly set up and working properly. Where equipment is required for first thing in the morning these checks should be carried out on the evening beforehand.

· At the end of each day ensure that all rooms have been cleared away, no food is left in the rooms and that any rooms that have been opened up are restored to single rooms ready for the next day. Ensure all equipment such as TV monitors etc are switched off.

· Reconfigure meeting rooms as required. Ensure that rooms are correctly restored at the end of the meeting, with all phones and equipment being reconnected correctly. Any additional equipment, cables etc used for specific meetings must be removed from the rooms and kept secure.

§ Ensure cabling is tidy and floorbox lids kept closed.

General

· Provide cover when admin assistant is on holiday.

· Adhere to all firm wide policies and procedures.

· Be conversant with the firms Health Safety, Evacuation and Business Continuity Plan policies.

· Ability to identify any Health Safety risks.

Person Specification

Relevant Experience

· Relevant experience of working in a Facilities Department within a similar professional services environment

· Experienced in a customer service/partnering environment; highly customer-focused

· Experience working in a similar Receptionist role would be desirable.

Key Skills

· Ability to work both as part of a team and unsupervised

· Good communication skills

· Good level of English language essential.

· Capable of establishing immediate rapport.

· Ability to handle conflicting demands and/or challenging pressures for resources.

· Capable of working autonomously but also operating within a team environment.

· Proven organisational skills.

· Computer literate.

· Commitment to delivering a high level of customer service.

Personal Qualities / Behaviours

· Smart, corporate appearance.

· Proactive, with a keen eye for detail.

· Flexible in both attitude and in daily hours of work.

· Highly motivated with a can-do approach towards all given tasks.

· Understanding of privacy and confidentiality.

· Client focused.

· Team Player.

· Self-starter and able to work on own initiative.


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