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Job Title: Receptionist
Reference Number: CCB241031-1
Status: Permanent
Closing Date: November 15, 2024
Location: Bedfordview, South Africa
Position Overview:
The Receptionist serves as the primary point of face-to-face or telephonic contact for the Bedfordview Preparatory campus. This role requires welcoming guests, managing the reception area, coordinating front-desk activities, and operating the switchboard. The Receptionist also provides various administrative supports essential to the campus's day-to-day operations.
Key Responsibilities:
1. Campus Reception and Switchboard Duties
- Maintain an organized and professional front office environment.
- Greet and direct prospective and current students, parents, and guests.
- Build relationships with students and parents through professional interactions.
- Answer and direct calls efficiently and take detailed messages when needed.
- Handle intercom communications and log all calls in the service desk system.
- Keep the reception area orderly with brochures, flyers, and fact sheets.
2. Visitor and Customer Service
- Meet and greet all visitors, offering refreshments.
- Address customer complaints with appropriate solutions within a 24-hour timeframe.
- Ensure customer queries are resolved, tracked, and logged in the system.
3. Reception Housekeeping
- Maintain a neat, professional appearance for the reception area.
- Replenish brochures and ensure the area is clutter-free.
4. Mail Room
- Prepare monthly mail reports and manage the campus’s fund balance.
- Sort and direct mail accurately and assist drivers with delivery details.
5. Courier Services
- Manage courier receipts, redirections, and item tracking.
- Prepare monthly courier reports and arrange event transport when necessary.
6. Administration Duties
- Update the school’s telephone extension list and manage boardroom bookings.
- Maintain customer databases and provide customer feedback reports.
- Process orders, forms, applications, and assist with timetable consolidation.
- Manage the emergency file, administer student sign-outs, and track absences.
- Assist with stationery orders and handle service desk queries.
7. General Administrative Support and Ad Hoc Duties
- Administer first aid and assist with admissions, applications, and campus tours.
- Conduct temperature checks as required.
- Track and manage remotes, microphones, and lecture room equipment.
- Support campus events and provide administrative assistance as needed.
Skills and Competencies Required:
1. Skills
- Advanced verbal communication
- Switchboard operation
- Time management and organizational skills
- Problem-solving and decision-making abilities
2. Behavioral Attributes
- Attention to detail and patience
- Approachability and interpersonal skills
- Resilience, flexibility, and confidentiality
Qualifications and Experience:
Minimum Requirement:
- Matric or equivalent with typing skills
- Computer literacy in MS Office (essential)
Experience:
- 3+ years in a similar role within a busy environment
- Familiarity with the “STASY” Student Administration System or similar
- Proficiency with MS Office and MS Access
Start Date: January 1, 2025
This role at Crawford International is ideal for candidates with strong organizational skills and a customer-oriented approach, capable of handling a variety of front-desk and administrative tasks efficiently.
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