Permanent - Reception Switchboard Sales Clerk - Ekurhuleni (East Rand) - South Africa

Reporting to Head of Sales and Marketing

KEY PERFORMANCE AREAS:

Ensure the Reception and Switchboard is handled in a professional manner taking care of the Electric Gate Entrance and locked entrance gate.

Ensure all visitors to the Company are assisted in a polite and speedy manner, communicate with sales staff on walk in customer requirements and keep customer informed on the progress at all times.

RECEPTION & ADMINISTRATION DUTIES:

1. 1.    Breaks (Roster to be drafted)

-          Tea Breaks – 10:00 – 10:15 & 15:00 – 15:15

-          Lunch Break – 12:00 – 12:30

1. 2.    Switchboard:

-          Answering of Calls

-          Transferring Calls

-          Taking Messages

-          Putting Calls on Hold

-          Making Calls

-          Diverting Calls for when not at reception

-          Remove Divert when back at desk

1. 3.    Reception Area:

-          Lights – Make sure all lights are switched on in the morning and off in the afternoon

-          Reception Desk – Make sure that the desk is clean & tidy at all times

-          Lounge area – Make sure all brochures are stacked neatly

-          Television – make sure TV is working and the company video are playing

-          Ensure all downstairs boardrooms are clean & tidy before and after meetings.

-          Ensure all plants are in a good condition

-          Report any concerns or problems.

1. 4.    Sales Assistance:  

1)    Customer complaints

2)    Assisting walk in customer’s

3)    Sales Reports – Back orders, Sales figures, inventory, customer sales.

4)    Booking appointments

5)    Customer liaison

6)    Booking of Boardrooms

Other possible functions:

1)    Quality Reporting to Germany

2)    Canteen – Data capturing, ordering weekly groceries, stock take, pricelist

3)    Vehicle Service Bookings

4)    Managing schedule for use of company vehicle

5)    Managing Boardroom/Meeting Room

6)    Managing all catering for customer visits/socials/events

7)    Staff Attendance

8)    Managing all visitor forms (Indemnity Form & Contractual Work Done on premises)

1. 5.    Walk in Customers / Clients:

-          Assist customers/visitors

• Sales: Call relevant internal sales staff or ask one of the available externals
• Order Collections
• Quote or Pay & collect an order: Get the company name & order number and contact Internal Sales to assist the customer. Inform the customer accordingly.
• Meetings: Find out who they are and where they are from and inform that person they have a meeting with.
• Always offer visitors refreshments

1. 6.    Gate Camera

1. 7.    Out of Office Email – Email all staff daily

1. 8.    City of Johannesburg - NO WATER & ELECTRICITY Report Water/Electricity issues in area. Always get a reference & follow up. Inform the staff accordingly.

1. 9.    Aquazania (water stations)– Check water supply

1. 10.  Travel Arrangements – Search for various available options. 

-          Local Flights: FlySafair/SA Airlink/Lift

-          International Flights: Travel Agency or airlines depending on destination: Lufthansa, Swiss Air, Emirates, KLM

-          Car Rental: Travel Agency 

-          Accommodation

1. 11. Assist MD:
   

-          General Administration

-          Expense Claims

1. 12.  General Maintenance - All general maintenance around the office.

Matric

Relevant Sales Clerk/Admin and Reception experience

Travel arrangement, junior PA experience

Computer literate - MS Word, MS Outlook