Closing Date: 11 April 2023
Ensure an effective operation of the reception function
First Impression, Face of Company- Presentation and cleanliness of all reception and seating areas.
Customer centric, Client services focus. Perform help desk functions to all visitors including meet and greet for external meetings and events. Help desk function for all telephonic queries
Ensure fully functional switchboard service. Up to date telephone extension list circulated monthly
Establish interdepartmental communication with new employees – giving them a tour
Learn who the new staff members are by gathering information from HR
Implement 15 minute meetings with new staff members to discuss my role and offer assistance.
Give them guidance on where to gather information and who would be best suited to assist them should they need assistance.
Create a PowerPoint presentation describing where new employees can locate a person
Manage all training room / Boardroom bookings
Manage and resolve double / late bookings Establish layout of room from booker and implement accordinglyEstablish any catering requests and advise accordingly of requirements that may be needed.Manage keys to all training facilitiesEnsure any damages / Breakages are reported and billed to respective responsible person.Goals
To Achieve a 90% EHS safe Reception
Driving EHS procedures by updating and tracking all first aid incidents on a weekly basis
Implementing personal trackers on staff medication or conditions eg. Heart conditions or allergic to medication etc
Compile a day to day report on any EHS hazards within reception, Canteen, IT and the training rooms to compile a weekly report that highlights concerns or dangerous risks.
Advise Reception, IT, Training rooms on a monthly basis how to evacuate in an emergency
Achieve 80% same day delivery on all internal and external mail
Develop excel tracker to support measurement of goal. Introduce email records for parcels that have not been delivered. Track and monitor email for reasons of non-delivery. Ensure that telephone lists are updated with all internal customer information
Reception rate me box. Ask external guests waiting to complete the customer experience box. Max 4 questions with 1 comment. To be aligned to marketing.
Improve customer service value offering within reception
Attend mandatory quarterly contact centre training. Agree and document quick wins for implementation in reception. This will include telephone etiquette.
Maintains files and document storage
Keeps files /email records in organized fashion so that materials are easily located. Review current reporting tracker, understand and agree on additional duties and ensure tracker is updated accordingly. Trackers updated to be circulated to manager weekly with comments on areas of concern and risk.
Manage procurement FEDEX bookings for external mail