Group Receptionist

The Group Receptionist serves as the interface of the organization and its customers, executive management, management, employees, and all concerned parties. Must maintain high levels of professionalism, confidentiality and integrity.

Duties and Responsibilities

• Greet all visitors, management, executive management, contractors, sub-contractors or any other concerned party entering/ exiting the building with professionalism and respect
• Answer all incoming calls by saying: “thank you for calling the Global Brands Group of Companies Limited, this is XXXX speaking, how can I help you?”. All calls must be answered in the same manner and the employee should speak slowly, and clearly
• Handle all general queries from customers and incoming calls, and immediately addressing concerns/ queries that cannot be dealt with, by transferring the calls to the relevant party or speaking to management for advice
• Ensure that all queries are closed, by calling back all concerned employees or parties requesting information, ensuring that the information given is 100% accurate
• Transfer all phone calls to the required parties, ensuring all employee and management are greeted with “Good Morning, Afternoon XXX, on the line I have XXXX regarding XXX, may I transfer the call?”. Specific instructions should be followed when directed by the Company’s management

• Taking all messages by logging in a log book, and ensuring that messages are transferred and communicated to the relevant staff within One Hour of the message being taken, with 100% accuracy
• Receive, sort and distribute all incoming mail within the Company, ensuring that they are passed to the relevant staff with 100% accuracy. Ensure that the mail log book is signed off by the parties receiving mail, with 100% accuracy
• Assist with the scheduling of meetings for the Group Head of Human Resources, keeping an updated calendar to ensure that no meetings or events are missed, and provide reminders and updates to the Manager
• Assist with all Orientation and new employee programs by ensuring that the application forms are filled out and completed by the relevant party with 100% accuracy, verifying and cross referencing all information.
• Ensure that all reports submitted by employees are signed in print, by signature and dated by the relevant employees
• Assist with the coordination of training and events, such as Customer Service Training, company programs and events, by directing all relevant parties as required and overseeing attendance logs to ensure that all parties entering the building have logged in
• Scan, photocopy, print, organize and distribute any correspondence or information as required and directed
• Assist the HR Team with recruitment, onboarding, disciplinary hearings as required and trained
• Organize and manage the in-house directory of telephone listing for stores, departments etc., updating said list on the relevant system as the need arises.
• Receive and log all candidates applying to fill vacant positions within the organization. Subsequently producing a computerized listing of applicants on a weekly basis.
• Occasionally assist in the execution of assignments of calling employees to provide relevant updates as per training sessions, meeting request etc. Timely status reports are to be provided as required.
• Provide clerical/administrative support to the Department including but not limited to filing, organizing, managing stationary etc.

• Ensure that all outgoing mail is dropped off to Donut Boys on a daily basis. Also execute the distribution of all incoming mail (both internal and external)
• Maintain a clean and organised front desk, where no messages or information can be clearly displayed for any third party to view. There must be no personal cell phones while at the front desk, along with no drinks or food.       
• Use initiative while at the desk, by assisting visitors or staff with opening, closing the doors, helping with any other area that is required by the staff/ manager/ third party, and any other challenge that may arise while at the desk, making the customers experience as pleasant as possible
• Maintain a clean, neat and professional image at all times, using moderate jewellery, makeup and cosmetics and always adhere to the Company’s Policies and procedures with special attention to Attendance and Punctuality, Dress Codes and Conduct
• Maintain safety and hygiene standards at all times for the reception area
• Any other duty that is required by Management                                                                                           
• Any other related duties.

Behavioral Competencies:

• Ethical Practice and highly confidential
• Excellent Communication Skills
• Time Management
• Detail Oriented
• Ability to work in dynamic environments

Education and Experience Requirements:

• 5 CXC passes at general level is a must (Math’s and English included)
• CAPE or higher-level tertiary education is an asset
• Intermediate proficiency at minimum, in MS Word and MS Excel
• Previous experience at a similar position is an asset