RECEPTIONIST

RECEPTIONIST

Ad type

Administration

RECEPTIONIST

  • Location

    Cape Town, Western Cape, South Africa

  • Industry

    Employment
  • Date Posted

    3 weeks ago

  • Apply Before

    05 Apr, 2024

Animal Rescue Organisation (ARO) is a registered NPO established in 1986 to relieve the suffering of animals living within indigent communities across the Cape Metropole. Their mission is to provide welfare veterinary care to sick and suffering animals living within townships and impoverished communities and help to end the suffering of animals by providing affordable veterinary care to animals in poorer communities.   

 

Based in Ottery, Cape Town, South Africa – ARO seeks to appoint a

RECEPTIONIST

ARO is seeking a warm and efficient individual to join their team as a receptionist. This role involves the daily management of their front desk, as well as a variety of other administrative and clerical tasks. The receptionist will welcome and direct visitors accordingly, inform company personnel of all arrivals, maintain security and telecommunications systems, and attend to any other inquiries. 

 

The primary purpose/ duties and responsibilities of the Receptionist is to: 

  1. Providing general office support with a variety of clerical activities and related tasks.

  2. Maintaining a safe work environment by screening the vehicles/beneficiaries, opening, and closing the main gate.

  3. Being responsible for answering incoming calls on the landline and cell phone and directing calls to appropriate people, mail distribution and flow of correspondence and requisition of supplies.

  4. Co-ordination of donations and collections for the charity shops.

  5. Assist with the co-ordination and procedures for contractors with the Maintenance Department.   

  6. Assist the fundraising department with coordinating collection tins and replacements. 

  7. Assist the fundraising department on donor communications and ad hoc tasks as needed. 

  8. Assist the hospital regarding client appointment and payment follow up.

 

The Receptionist is appointed and responsible for the following:

  1. Acting as a first point of contact: dealing with correspondence and phone calls in a polite and friendly manner.

  2. Answering and screening phone calls and redirecting to the relevant staff. 

  3. Welcoming visitors and directing them to the relevant office/personnel.

  4. Ensuring all visitors complete the visitors sign in register.

  5. Get indemnity forms completed by visitors and file.

  6. Responding to emails and messages. 

  7. Preparation of collection documents.

  8. Thank you letters for all donors for donated goods.

  9. Updating the ARO Database.

  10. Receiving of goods, checking packing list or invoice to ensure all stock delivered.

  11. Maintaining general office files.

  12. Maintaining registers of all collections and pick-ups.

  13. Ordering of staff pet food orders and coding of invoices for finance officer. 

  14. Maintaining reception area in a clean and tidy manner.

  15. Receiving, controlling, and signing deliveries, and transferring invoices to the financial department.

  16. Co-ordinating the driver’s collections schedule and planner with the Maintenance team. 

  17. Maintaining procedures/administrative systems such as manual attendance registers, keys books, donor stats, post box clearing and external contractors)

  18. Coordinating the pick-up and delivery of mail and courier services 

  19. Assisting in the ordering, receiving, stocking and distribution of office supplies.

  20. Maintaining the ARO contact list, emergency contact list and birthday calendar. 

  21. Assisting with other related clerical duties such as photocopying/laminating and keeping an inventory of supplies.

  22. Coordinating, arranging and helping with company functions.

  23. Coordinating and managing minutes and action lists from meetings.

  24. Securely storing the cell phone during hours not in use. 

  25. Following up with outstanding client accounts from the hospital when required. 

  26. Assisting with the Hospital’s appointments when required.

  27. Performing other relevant duties when needed.

 

The Receptionist must have the following qualifications and experience:

  1. Matric certificate

  2. Diploma 

  3. Two or more years of experience as a receptionist 

  4. Be proficient in a variety of computer software applications including Microsoft Office Suite (Word, Excel, Outlook)

  5. Ability to handle confidential information

  6. Multi-tasking and time-management skills

  7. Valid drivers license 

  8. Your own vehicle would be an advantage.

 

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View the full job description and application instructions on Action Appointments’ website at www.actionappointments.co.za 

 

Email your application by Friday, 5th April 2024 to Baxolele at recruitment@actionappointments.co.za