Receptionist - Fourways Multifranchise
Closing Date: 2024/09/19
Reference Number: MOT240912-23
Branch/Department: Retail 6 - Fourways Multifranchise
Job Type Classification: Fixed Term Contract
Location: Johannesburg, Gauteng, South Africa
Job Description:
Fourways Multifranchise is on the lookout for a motivated and professional Receptionist to be the first point of contact for clients and visitors. This role is critical in shaping the first impressions of the company, as well as managing various administrative duties. The receptionist will handle reception tasks with precision and ensure all inquiries are addressed in a friendly and timely manner, following predefined work procedures to maintain the highest standard of client service.
Position Overview:
The primary purpose of this role is to ensure smooth reception operations, effectively addressing all visitor and client inquiries. As the Receptionist, you will be tasked with greeting guests, managing phone calls, and maintaining communication between various departments. You will also be responsible for performing administrative support functions, ensuring that all reception-related processes are executed efficiently and professionally. This is a customer-facing role where your professionalism, positive attitude, and ability to handle queries will be critical in maintaining the company’s excellent reputation.
Key Responsibilities:
1. Process and Governance:
- Performance Delivery: Consistently deliver on agreed performance targets according to established procedures and service level agreements.
- Compliance: Execute tasks in line with governance and compliance standards, ensuring all activities are aligned with company policies.
- Problem Solving: Identify operational challenges and apply known solutions; escalate unresolved issues promptly to ensure they are addressed.
- Reporting: Maintain accurate records and documentation of receptionist activities to provide timely information for decision-making.
- Task Management: Plan and administer receptionist tasks effectively, ensuring alignment with performance objectives. Handle queries efficiently and direct visitors and clients to the correct departments.
2. Finance:
- Financial Efficiency: Execute work activities efficiently, ensuring that all tasks are completed in a manner that supports the financial goals of the company. Be cost-conscious in daily activities and manage resources responsibly to contribute to the company’s overall profitability.
3. Client/Customer:
- Customer Service Excellence: Ensure that all interactions with customers and visitors are conducted professionally and with a friendly attitude, aiming to exceed expectations in all aspects.
- Prompt Query Resolution: Assist clients by directing their inquiries to the appropriate departments and ensuring prompt responses, thereby enhancing the overall customer experience.
- Build Client Relationships: Foster a positive and welcoming atmosphere, making customers feel valued, and creating lasting positive impressions.
4. People and Training:
- Training and Development: Attend ongoing training initiatives to continually improve your skills and the quality of your work. Embrace opportunities for personal development to grow within the role.
- Company Values: Demonstrate a commitment to the company’s core values by adhering to ethical practices and upholding the company’s standards of excellence in all work activities.
Competencies Required:
Technical Competencies:
- Administrative Support: Capable of providing efficient administrative support to both internal and external stakeholders, ensuring smooth daily operations.
- Communication Skills: Ability to clearly convey information and ideas in a professional and concise manner. Whether communicating in person, over the phone, or via email, effective communication is essential for success in this role.
- Conflict Resolution: Ability to identify and handle conflicts in a calm and professional manner. Resolve issues effectively to ensure they do not escalate and negatively affect the customer experience.
- Time Management: Effectively manage your time and tasks, ensuring that priorities are handled promptly while maintaining high standards of service.
- Reception and Office Assistance: Strong knowledge and skills in receptionist duties, including managing the front desk, coordinating office tasks, and assisting with general office administration.
Qualifications and Experience:
Minimum Experience:
- At least 1 - 2 years of experience working in a similar environment, preferably within the motor industry.
- Proven experience handling receptionist duties in a customer-facing role is essential. Experience within an office or administrative environment is an advantage.
Minimum Qualification:
- A Matric certificate or equivalent qualification is required.
- Candidates with additional qualifications such as Higher Certificates or Advanced National (Vocational) Certificates with an NQF Level 04 are preferred.
Skills and Personal Attributes:
Technical Skills:
- Computer Literacy: Proficient in using business applications and office software.
- Industry Knowledge: Familiar with the regulatory requirements and legislative compliance within the motor industry.
Interpersonal Attributes:
- Excellent Communication: A well-spoken individual who can handle queries with confidence and professionalism.
- Customer Focused: Friendly and approachable, with a customer-first attitude.
- Professionalism: Ability to present yourself in a professional manner, as the first point of contact for customers and visitors.
- Attention to Detail: Meticulous in handling tasks such as managing incoming and outgoing correspondence and maintaining accurate records.
- Time Management: Capable of juggling multiple tasks while ensuring everything is completed on time.
This role offers an excellent opportunity for someone with experience in customer-facing roles to further their career in a dynamic and fast-paced environment. If you thrive in a professional setting and have a passion for delivering exceptional customer service, apply by 2024/09/19 to join the Fourways Multifranchise team.
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