Front Desk Administrator

Position Summary

Multidisciplinary role incorporating various tasks and duties related to Office Administration, Customer Care / Frontline Reception (receiving of client’s guests, answering telephone calls for switchboard) & Helpdesk (processing work orders on CAFM system)

Key Accountabilities/ Principle
Responsibilities


PRIMARY DUTIES


· Customer Care / Frontline Reception

· Helpdesk / Call Centre Administration

· Office Administration


SECONDARY DUTIES


Customer Care/ Frontline Reception


Provide efficient and professional reception services to support client operations

· Respond to all calls in a professional manner, ensuring professional image is projected at all time

· All telephone messages to be communicated to the intended person as promptly as possible

· Ensure confidentiality of privileged information at all times
o Discretion to be applied when handing out information
o Any issues of a sensitive nature to be passed to relevant manager
o Ensure no personal or confidential information relating to staff / client to be to be telephonically or personally to any person
o Ensure no information regarding the Company financial status or client base to be telephonically or personally to any person

· Deal professionally with visitors and guests

· Schedule and organize meetings and appointments

· Diary management and bookings for meeting rooms

· Prepare for meetings by ensuring that the venue is in order

· Maintain reception appearance and adherence to business etiquette, and liaise with relevant department to ensure reception facilities are fully functional

· Efficiently receive clients, contractors, and visitors

· Courier facilitation

· Management of deliveries and receiving

· Reception security

· Deal with any issues that may arise relating to reception and bring to the attention of the correct person


Helpdesk / Call Centre administration (as and when required):

Logging of all requests for service

· Receive all help desk tasks from clients

· Ensure all calls, however received, are logged onto the CAFM system

Issuing of service requests to responsible parties

· Forward all tasks to the responsible parties

· Input time frames into the helpdesk system through task classification

· Follow up that the task was successfully allocated

· Monitor Task classifications and initiate system faults for correction by CAFMS Department

Follow up on all tasks

· Produce daily report on all requests logged on help desk for the Facilities Manager highlighting present status

· Ensure all completed tasks are closed

· Highlight incomplete tasks and drive them to closure

· Follow up on outstanding issues

· Update task status for client information

· Report to the onsite Facilities Manager


Office Administration


· Work closely with operations teams and HO Finance

· Provide relevant PO status reports as requested

· Processing of quotations and invoices

· Obtaining quotes from suppliers

· Taking minutes for operational and Management meetings

· Typing minutes for operational and Management meetings

· Assist with functions and events

· Perform ad-hoc administrative tasks as required


Control and Maintain Stock


· Monitoring and ordering stock as necessary

It should be noted that, for operational reasons, it may be necessary to perform tasks other than those described herein from time to time.
Prescribed procedures may be amended by management as and when required

Key Skills and Experience

· Grade 12

· Minimum 2 years' administration/reception experience

· Computer literate in MS Office

· Knowledge of Google Sheets and Google Meet

People and Management Skills

· Good telephonic skills

· Good written and verbal communication skills

· Ability to communicate with internal departments and personnel across all levels

· Ability to provide exceptional service to all visitors, clients, and employees

· Good organisational skills

· Attention to detail

· Strong administrative skills

· Take ownership of tasks

· Ability to prioritize tasks

· Computer literacy skills

Key result areas

· Understand role of reporting to operations and to finance.

· Understand how to work with various teams to ensure client financial compliance

· Understand that driving savings through the procurement function is critical

·…