POSITION PURPOSE

Responsible for performing a wide variety of clerical and receptionist duties.
Receives and screens telephone calls and visitors.
Records and relays messages to appropriate personnel. (Cleaning / Security / and Building Maintenance)
Provides administrative information to Company personnel and performs miscellaneous support functions as assigned.
Projects the Company’s professional image physically and telephonically.
Assisting the daily queries from customers / tenants and contractors.
Reports any items to be repaired or any possible risks daily to the Operational Manager.
Daily walk about of the entre centre to ensure safety, cleanliness and overall wellbeing of the building.
Daily sign off of the OB book with security and reporting any items of concern to the Operational manager.


ESSENTIAL FUNCTIONS AND BASIC DUTIES

1. Assumes responsibility for effectively handling and managing the switcboard.
a. Operates the switchboard and console to connect, hold, transfer all incoming calls.
b. Ensures that all incoming calls, questions and complaints are resolved in a timely manner by channeling calls to the responsible persons / departments
c. Provides general information to clients.

2. Managing the telephone management system
a. Ensures smooth running of the switchboard.
b. Updates telephone lists monthly / Tenant list monthly.

3. Assumes responsibility for the effective performance of assigned receptionist and clerical functions.
a. Receives and screens telephone calls. Answers routine questions or directs them to appropriate personnel. Records and relays messages.
b. Performs various typing tasks including correspondence, approvals, and miscellaneous documents required for account processing.
c. Maintains Department files.
d. Oversee exhibition bookings, ensuring exhibitors meet set-up standards and are authorized to be on-site.
e. Manage tenant posters and other marketing materials displayed on-site. Interchange and manage Centre-related marketing collateral when required.
f. Arrange for tenant newsletters and memo’s to be printed and distributed to tenants and shoppers.
g. Support the Marketing Manager with miscellaneous tasks as needed to ensure marketing activities run smoothly.

4. Assumes responsibility for establishing and maintaining effective business relations with clients, vendors, and trade professionals.
a. Assists with questions and problems courteously and promptly.
b. Maintains the Company's professional reputation.

5. Assumes responsibility for establishing and maintaining effective working relations with Company personnel and management.
a. Assists and supports department personnel.
b. Coordinates activities with related departments and obtains or conveys information as needed.
c. Keeps management informed of area activities and of any significant problems.
d. Attends and participates in meetings as required.

6. Assumes responsibility for related duties as required or assigned.
a. Ensures that work area is clean and centre management office is, secure, and well maintained.
b. Completes special projects as assigned.
c. Monthly collection of turnovers for Ben Fleur and upload to Broll online. Submission of reports due on the 7th day of the month at 08:00.
d. Assist with the following up of outstanding offers with tenants. Collection of updated FICA from tenants in order to ensure lease renewals on time.

7. Assumes responsibility for handling mail, courier and banking tasks
a. Open sort and deal with incoming mail


PERFORMANCE MEASUREMENTS
1. Calls and inquiries are courteously and professionally handled or referred. Professional relations exist with all contacts.
2. Account processing and assigned clerical functions are completed in accordance with established policies and procedures. Typing is neat, accurate, and promptly completed.
3. Reports are completed correctly and on time.
4. Good working relations exist with Company personnel and management and assistance is provided as needed. Management is appropriately informed.
5. Professional well-groomed individual whom meets with the public on a daily basis.


EDUCATION/CERTIFICATION:
Matric

REQUIRED KNOWLEDGE:
Basic understanding of business service functions.
Knowledge of related computer applications.

EXPERIENCE REQUIRED:
1 or more years of previous related experience

SKILLS/ABILITIES:
Strong typing abilities.
Excellent phone skills.
Good communication and public relations skills.
Well-organised and attentive to detail.
Willing to cooperate with and assist others.
Able to use PC, printer, phones, and basic business equipment.