RESPONSIBILITIES:
Receive Visitors

Greet visitors appropriately.
Determine visitor needs in a professional manner.
Maintain visitor register.
Offer refreshments to visitors where appropriate direct visitors to correct person.
Ensure back up when absent from reception desk.

Answer Phone Calls

Answer and address incoming phone calls in a timely and polite manner.
Clearly determine the purpose of the call.
Deal with queries and provide correct information.
Forward calls to appropriate person.
Take and deliver messages accurately and completely.

Manage Mail

Sort and distribute incoming mail.
Prepare outgoing mail for pick-up or courier.
Organize courier deliveries.

Monitor Security

Monitor people coming and going through the reception doors.
Issue visitor passes where required.
Be aware of and report suspicious activity.

Financial

Monitor and record petty cash payments.
Balance petty cash.
Prepare travel vouchers.
Basic cashiering duties.
Basic bookkeeping duties.

Clerical

Photocopy and collate documents.
Fax documents.
File documents accurately.
Maintain equipment and report any malfunctions.
Monitor, control and order office supplies.

Organize Meetings

Book meeting room.
Inform participants.
Set up meeting room with necessary stationary and equipment.
Organize catering for meeting.

Secretarial Support

Prepare correspondence and documents.
Update databases.
Organize mailings.
Prepare and maintain spreadsheets.
Schedule and follow up on appointments.

Reception Area Maintenance

keep reception area clean and neat.
maintain and organize reading material.
Adherence to YSAR values, which are: Optimistic, Engaging, Determined and knowledgeable.