Job Title and Job Grade
Receptionist
Job grade: B3
Job Purpose
To be the first point of contact for any incoming customers or callers in the company. It is the receptionist’s role to ensure that all these callers and customers are taken care of and that a good business image is given to the public. Responsible for overall administration to ensure efficiency at the Centre.
Role Location
Bayside Mall, Cape Town.
Reporting Manager
The Receptionist reports to the Centre Manager.

Duties and responsibilities

• Answering of Telephone calls, taking messages, sending emails to staff, and updating telephone speed dial list.
• Assisting contractors validating parking tickets.
• Assist walk in customers with any queries/ complaints.
• Maintain a neat and clean reception area.
• Checking of statements and assisting with any queries from suppliers.
• Checking of all tenant charges (electricity, sewerage, water, rent, operations, marketing, and rates) monthly on the forward statements.
• Checking of rental guarantee wording.
• taking minutes of the weekly staff and contractors’ meetings and distributing of the minutes to the service providers and relevant staff.
• Drafting management meeting minutes from recording for CM to check and approve.
• Manage Petty Cash, complete schedules for re-imbursement.
• Stationery ordering and issuing of order numbers for quotes.
• All filing for Centre Manager, administration and operation departments
• Prepare lease cover letter to tenant for copy of lease sent as well as stock take notices for windows.
• Ensure Tenant and Contractor databases are up to date.
• Collecting of all tenant turnovers and capturing on system, following up with tenants in respect of any discrepancies, completion of the top and bottom 20 report and contacting tenants for outstanding turnover certificates.
• Assist with IPD data input and checking.
• Compile monthly trading density letters and send to tenants by the 20th of each month.
• Maintain Insurance schedule and ensure claims history is filed
• Preparation of tenant parking agreements, access cards, parking queries and updating the tenant parking register monthly and emailing to Parking Management Company
• Delivering of memos and assisting staff members with miscellaneous tasks.

Experience

• At least 2 years of experience in a documentation and secretarial environment or similar, preferably in a property environment
• Knowledge of shopping Centre/property management will be an advantage.

Qualifications

• Grade 12
• Post Matric qualification advantageous.

Competencies

• Excellent verbal and written communication skills (very critical).
• Well-developed interpersonal skills.
• Computer literacy; Word, Excel and PowerPoint.
• Proven track record of client liaison.
• Time management skills
• Sound administrative skills
• Good problem-solving skills
• Excellent touch-typing skills with a high accuracy rate

Personal Attributes

• Friendly, outgoing, patient and well presented.
• Intelligent self-starter with an ability to show initiative.
• Ability to work autonomously with little guidance.
• Flexible and adaptable.
• Assertive and driven.
• Exceptional working relationship builder with the general public.

• Answering of Telephone calls, taking messages, sending emails to staff, and updating telephone speed dial list.
• Assisting contractors validating parking tickets.
• Assist walk in customers with any queries/ complaints.
• Maintain a neat and clean reception area.
• Checking of statements and assisting with any queries from suppliers.
• Checking of all tenant charges (electricity, sewerage, water, rent, operations, marketing, and rates) monthly on the forward statements.
• Checking of rental guarantee wording.
• taking minutes of the weekly staff and contractors’ meetings and distributing of the minutes to the service providers and relevant staff.
• Drafting management meeting minutes from recording for CM to check and approve.
• Manage Petty Cash, complete schedules for re-imbursement.
• Stationery ordering and issuing of order numbers for quotes.
• All filing for Centre Manager, administration and operation departments
• Prepare lease cover letter to tenant for copy of lease sent as well as stock take notices for windows.
• Ensure Tenant and Contractor databases are up to date.
• Collecting of all tenant turnovers and capturing on system, following up with tenants in respect of any discrepancies, completion of the top and bottom 20 report and contacting tenants for outstanding turnover certificates.
• Assist with IPD data input and checking.
• Compile monthly trading density letters and send to tenants by the 20th of each month.
• Maintain Insurance schedule and ensure claims history is filed
• Preparation of tenant parking agreements, access cards, parking queries and updating the tenant parking register monthly and emailing to Parking Management Company
• Delivering of memos and assisting staff members with miscellaneous tasks