Crawford Receptionist Wanted

The Receptionist serves as the first point of face-to-face or telephonic contact for the campus, responsible for welcoming guests, greeting visitors, and directing them appropriately.

The role includes maintaining the reception area, coordinating front-desk activities, distributing correspondence promptly, operating the switchboard and service desk efficiently, and redirecting phone calls or taking and delivering messages when necessary.

Position: Receptionist

Company: ADvTECH

Location: Sandton, Gauteng

Employment Type: Permanent

Posted Date: May 11, 2024

Closing Date: May 25, 2024

Job Details

Division: Crawford International

Business Unit: Sandton Preparatory

Minimum Experience: Associate

Company Primary Industry: Education Management

Job Functional Area: Education

Responsibilities:

Campus Reception and Switchboard Duties:

• Maintain an organized and professional front office environment.
• Receive and welcome prospective and current students, parents, and guests, directing them appropriately.
• Build relationships with students and parents through professional interactions.
• Operate the switchboard by receiving, screening, and directing calls promptly and professionally.
• Take detailed messages when staff members are unavailable and deliver them promptly.
• Address queries from students and direct them to the appropriate departments.
• Assist with intercom instructions.
• Check in daily with the principal to confirm staff availability and efficiently redirect calls.
• Log all incoming calls onto the service desk accurately and promptly.
• Ensure SalesGuru SLAs are met.
• Organize flyers and fact sheets at reception and support the Marketing Assistant in maintaining a tidy waiting area and interview rooms.

Visitors/Customer Service:

• Meet and greet visitors, offering tea/coffee.
• Manage the announcement of visitors.
• Have sound knowledge of the organization to direct enquiries efficiently and provide information on products and services.
• Evaluate customer complaints and provide solutions within a 24-hour turnaround time.
• Ensure all customer queries are resolved and closed on the system.
• Follow up on customer calls, ensuring excellent telephone etiquette and a personalized experience.

Reception/Housekeeping:

• Uphold a professional image at all times.
• Maintain a neat and clutter-free environment.
• Replenish brochures and other materials as needed.

Mail Room:

• Generate monthly reports in Excel.
• Order labels timely and monitor fund balance.
• Sort mail and assist drivers with delivery and collection information.

Courier Services:

• Manage receipt and redirection of all deliveries, maintaining the courier system.
• Record all courier items for tracking purposes.
• Consolidate monthly courier reports.
• Arrange transport for events as needed.

Administration Duties:

• Perform administrative tasks as required.
• Update the telephone extension list for the school.
• Manage boardroom bookings.
• Consolidate and submit customer feedback reports to the principal.
• Manage and update customer databases.
• Process orders, forms, and applications.
• Administer timetables for teachers and classes.
• Assist principals and deputy principals with various administrative tasks.
• Manage the emergency file and handle emergency calls.
• Administer student sign-out slips and maintain attendance lists for events.
• Load service desk queries and manage STASY leads.
• Manage stationery requirements for the school.

General Administrative Support and Ad Hoc Duties:

• Provide first aid to students as needed.
• Assist with admissions, applications, and school tours.
• Conduct temperature checks when necessary.
• Handle general ad hoc duties and provide administrative support to various departments.
• Maintain records of lecture room equipment usage and ensure timely return.
• Prepare, track, and receive campus courier parcels, post, and deliveries.
• Support the Marketing Assistant with appointment bookings and diary management.
• Assist with campus events and other duties as needed.

Competencies (Skills and Behavioral Attributes):

Skills:

• Advanced verbal communication.
• Switchboard operation.
• Time management.
• Problem-solving.
• Decision-making.
• Organizational skills.

Behavioral Attributes:

• Attention to detail.
• Approachable demeanor.
• Patience.
• Strong interpersonal skills.
• Resilience and flexibility.
• Ability to multitask and work under pressure.
• Confidentiality.

Qualifications:

• Minimum of Matric or equivalent with typing skills.
• Computer literacy (MS Office) is essential.

Experience:

• Minimum of 3 years’ experience in a similar, busy environment.
• Proficiency with “STASY” Student Administration System or related systems.
• Experience with MS Office and MS Access.

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