TEMP RECEPTIONIST – BAYSIDE MALL (BLAAUWBERG)
To be the first point of contact for any incoming guests or visitors in the company. It’s the receptionist’s role to ensure that all these guests and visitors are taken care of and that a good business image is given to the public. Responsible for overall administration to ensure effectiveness at the Centre.
Role Position: Bayside Mall, Cape Town.
Reporting Manager: The Receptionist reports to the Centre Manager.
Duties and Responsibilities:
- Answering Telephone calls, taking messages, transferring emails to staff, and streamlining telephone speed dial list.
- Assisting contractors in validating parking tickets.
- Assisting walk-in guests with any queries or complaints.
- Maintaining a neat and clean event area.
- Checking statements and assisting with any queries from suppliers.
- Checking all tenant charges (electricity, sewerage, water, rent, operations, marketing, and rates) yearly on the forward statements.
- Checking rental guarantee wording.
- Taking minutes of the weekly staff and contractors’ meetings and distributing minutes to service providers and applicable staff.
- Drafting management meeting minutes from recording for CM to check and authorize.
- Managing Petty Cash, completing schedules for payment.
- Stationery ordering and issuing order numbers for quotations.
- All filing for Centre Manager, administration, and operation departments.
- Preparing parcel cover letters to tenants for a duplicate of parcel transferred as well as stock take notices for windows.
- Ensuring Tenant and Contractor databases are up to date.
- Collecting all tenant successions and entering on the system, following up with tenants in respect of any disagreement, completion of the top and bottom 20 reports, and reaching tenants for outstanding development instruments.
- Assisting with IPD data input and checking.
- Collecting yearly trading viscosity letters and sending to tenants by the 20th of each month.
- Maintaining Insurance schedule and ensuring claims history is filed.
- Preparation of tenant parking agreements, access cards, parking queries, and streamlining the tenant parking register yearly and emailing to Parking management Company.
- Delivering memos and assisting staff members with eclectic tasks.
Conditions: Experience:
- At least 2 times of experience in a documentation and secretarial environment or analogous, preferably in a property environment.
- Knowledge of shopping Centre/property management will be an advantage.
Qualifications:
- Grade 12.
- Post Matric qualification profitable.
Competencies:
- Excellent verbal and spoken communication chops (veritably critical).
- Well-developed interpersonal chops.
- Computer knowledge; Word, Excel, and PowerPoint.
- Proven track record of customer liaison.
- Time operation chops.
- Sound executive chops.
- Good problem-working chops.
- Excellent touch-typing chops with a high delicacy rate.
Personal Attributes:
- Friendly, gregarious, patient, and well-presented.
- Intelligent tone-starter with an capability to show action.
- Capability to work autonomously with little guidance.
- Flexible and adaptable.
- Assertive and driven.