Job Description

POSITION PURPOSE

Responsible for the effective and efficient running of the Reception and Administration function.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for effectively handling and managing the switchboard + Operates the switchboard and console to connect, hold, transfer all incoming calls
+ Ensures that all incoming calls, questions and complaints are resolved in a timely manner by channelling calls to the responsible persons/departments
+ Provides general information to clients before transferring calls.
Managing the telephone management system + Ensures Smooth running of the PABX System
+ Provides management reports with regards to call statistics as required
+ Updates management system by programming it with new information and changes as it occurs inside the company
+ Updates telephone lists as and when required
Assumes responsibility for Reception duties: + Signing in of contractors and managing contractors OHS documentation
+ Managing the music system
+ Booking of courier collections
+ Managing of Lost Children process
+ Managing of Lost property
+ Managing of Wheel Chairs
+ Managing of Wheel Clamping Payments
Assumes responsibility for Office Administration Duties + Managing of boardroom bookings
+ Stocking of Staff Kitchen
+ Maintaining adequate stock of required stationery
+ Taking meeting minutes as and when required
+ General Office administration duties - filing for General Manager, archiving of Tenant and Supplier Files annually
Assumes responsibility for Administrative Responsibilities + Maintain Tenant Database
+ Maintain Customer Database
+ Draft Mall Talk
+ Distribute Newsletters as required
+ Distribute Tenant communication as required
+ Manage Kids Club database and membership
+ Manage Brochure stands
Assumes responsibility for ensuring professional business relations with Tenants, Customers, vendors, contractors and trade professionals + Works to develop and maintain productive business relations with Tenants, Customers, Vendors, Suppliers, Contractors, etc.
+ Act as Liaison between the Company and external contacts
+ Ensure effective coordination of external services with Company operations
+ Obtain and convey information as appropriate
+ Promotes goodwill and a positive image of the Company
Assumes responsibility for related duties as required or assigned. + Ensures that work area is clean, secure, and well maintained
+ Completes special projects as assigned
+ Assist with other periodic duties as required
+ Perform general administrative duties as required

PERFORMANCE MEASUREMENTS

Good communication and coordination exists with Tenants, Customers, Vendors, Suppliers, and Contractors - Assistance is provided as needed Good working relations exist with Company personnel Good communication and coordination exist with Portfolio Management and Accounting personnel. Assistance is provided as required Management is appropriately informed of area activities Client Liaison and Administrative functions are completed in accordance with established standards, policies, and procedures

QUALIFICATIONS

EDUCATION/CERTIFICATION

Matric

REQUIRED KNOWLEDGE

Knowledge of basic accounting concepts, procedures and property industry advantageous

EXPERIENCE REQUIRED

Reception / Secretarial related experience preferred

SKILLS/ABILITIES

Manage, motivate and train Well organised and detail oriented Good math skills Good attention to detail and accuracy Cooperative and willing to assist others Excellent Communication Skills Administration Skills Dependable Self-Starter Excellent Computer Skills Flexible Good Interpersonal Skills * Able to use PC, calculator, and other basic business mechanisms