Receptionist - Accounting Firm - Somerset West, Cape Town - Somerset West
Camino Recruit
Our client, established in 1993, is a leader in the accounting and audit industry, combining a wealth of experience and knowledge with a personal touch. They are dedicated to providing exceptional service, driven by a culture of integrity, transparency, and respect. They understand their clients expect both expertise and personalized attention; as such, they maintained a balance between size and individualized support. This allows them to bring the best of both worlds to each and every client, committed to delivering tailored solutions and unparalleled service. A vanancy, which is currently temporary in nature, has opened up in the position of receptionist. The successful candidate will be offered a 3-month contract. Primary purpose of the job: To welcome clients and handle all administrative aspects pertaining to reception, client services, boardroom arrangements and general office arrangements. Key Performance Indicators: Administrative Support Assist with general administrative arrangements for all office functions. Type documents as required (correspondence, newsletters, acknowledgement of receipt of client documents etc.) Update the register for all collected documents. Book boardrooms for meetings as necessary. Bind financial statements. Administer disbursement of company vehicle. Petty cash administration. Compile the Acknowledgment of Receipt letters for resigned clients and notify clients to collect documents. Keep the resigned client list up to date. Rename all documents scanned by the Admin Clerk and save them under the correct client folders. If the Administrative Clerk is on leave, attend to office closure procedure. Collection and distribution of office mail Collect all mail from security and post box on weekly basis. Update mail register for received mail. Distribute mail to relevant parties. Administer all mail, including registered mail. Courier all packages and track the packages to ensure that they reach their destination. Office maintenance Book maintenance for all copy machines, lights, air-conditioning etc. Check every morning if telephones are working and arrange for service provider to fix problems if necessary. Ensure that the upkeep of offices is maintained, such as cleaning, ordering of new flower arrangements, watering plants etc. Distribute list of staff telephone numbers. Order bottled water for staff for golf days. Update attendance register. Ensure that grocery recon is done on a weekly basis so that stock levels are maintained. Reception Ensure that the reception is always manned by compiling switchboard relief roster for staff to assist with telephone duties. Answer all incoming calls and transfer clients to the right extension. Welcome walk-in clients and arrange for beverages if necessary. Inform relevant parties when their scheduled appointments have arrived. Book client meetings for directors and send meeting requests. Book a boardroom, if necessary. Management of cleaning staff Communicate absence of cleaner to staff when she is on leave. Arrange for a cleaning service when cleaner is on leave. Any/ all ad hoc tasks assigned by management Any other reasonable task as requested by Director/manager Qualifications Matric Experience 3 years in a similar role Licensing and accreditation None Competencies Good organisational skills Attention to detail Must be able to prioritise Must have good interpersonal skills Good communication skills required Technical Skills MS Office Intermediate Level Market Related
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