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Office Manager wanted urgently: APPLY HERE

Office Manager wanted urgently: APPLY HERE

Cape Town, Western Cape
Contract

Are you a seasoned Office Manager who has an exceptional planning and organizational skills, with a welcoming and approachable disposition, professional with the ability to create a world class customer experience both telephonic and face to face? Are you ready for a new and challenging opportunity presently?

Tipp Focus Resourcing has an opportunity for an Office Manager for our offices in GAUTENG & Cape Town. If you are passionate about people and creating a working environment that thrives on successful interactions. More significantly if you demonstrate the below skills and experience and have acquired the necessary qualifications listed below, we would like to meet with you…

Updated CV with supporting documents to be submitted to: teboho@tippfocus.co.za / marlinie@tippfocus.co.za

1. Attending to visitors
Greet visitors with a smile
Attend to the clients within 10 seconds of arrival
If still busy on another call, make the client aware that will attend to him/her shortly
Have very good listening techniques, so that able to understand the client’s enquiry
Must be able to assess situation & attitude of client and assist appropriately
Must be able to keep calm in the face of stress
Must be able to deal with dissatisfied clients
Ensure that staff member is timeously informed that they have a client waiting for them at reception
Ensure that client is informed if staff member that they are scheduled to meet with, is delayed.

2. Answering and screening calls
Answer all calls within three rings
Telephone conduct must be professional – specific manner and tone with the required etiquette
Use a caller’s name when addressing him/her
Direct / transfer caller to appropriate staff members
Place calls on hold in a professional manner
Transfer calls in a professional manner i.e. inform the caller that you are putting him/her through to the relevant person
Take messages if voicemail not activated / working
Ensure thorough & correct message taking & e-mail messages are sent to the relevant person, including details and time of call

3. Booking of meeting room
Check the meeting rooms to ensure the following:
the chairs are set properly
blinds are opened
remove any trays, with assistance of kitchen staff, that might have been left after previous meetings
Ensure that the rooms are available before confirming the booking
Print the meeting schedules at the end of each day & inform the kitchen assistants of catering requirements

4. Administrative duties
Update reception telephone list
Update Staff Birthday list & send an email through to the organization and notify them about one of the staff’s birthday
Liaise with vending machine suppliers to sort out queries/breakdowns
Document management
Maintain logbooks at reception,
Register all the incoming business plans & applications & inform the Applications Administrator of
these
Date stamp all documents & parcels received & hand over to Office Assistant
Attend to delivery & collection from couriers
Print daily delivery list for driver & notify him, especially re: urgent deliveries
Inform staff of driver’s whereabouts, when requested
Experience/Skills required
PC literacy and competency
Switchboard operator skills
Multilingual
Customer service skills
Telephone etiquette
Good communication skills
Interpersonal skills
Organizational skills

Qualification:

Matric
PC literacy – MS Word, Excel, Power Print, Outlook
Ability to handle switchboard efficiently
Sound administration skills
Minimum of 5 years’ experience
Personal Attributes/Behaviours/Attitudes
Professional and neat appearance
Friendly disposition
Attention to details

Must be able to work in a team but also take the lead role as required by a senior
Ability to work under pressure
Ability to maintain confidentiality
Articulate and detail conscious
Adherence to corporate values
Integrity
Process orientation
Delivery focus. Apply Now

Source: ijobs