PA, Office Administrator & Receptionist (Cradlestone Mall) [South Africa]

 

POSITION PURPOSE

RECEPTIONIST / OFFICE ADMINISTRATOR / PERSONAL ASSISTANT DUTIES:

• To provide administrative and secretarial support at our Centre Management office.
• The responsibilities are mainly focused on the front desk and with the first impression and good effective communication skills presenting Cradlestone Mall Management.
• Acting as the first point of contact between the Centre staff and clients; (clients refer to the Landlord, potential tenants, current tenants, contractors, service providers and Public, the shopper)
• Screening and directing telephone calls, assisting incoming queries regarding tenant contact details.
• Distributing correspondence on time and providing administrative assistance to the staff.
• Direct and assist contractors with the correct department regarding procurements policies regarding health and safety regulations. Keeps management well informed of area activities and significant problems.
  

ESSENTIAL FUNCTIONS AND BASIC DUTIES

1. Assumes responsibility for effectively handling and managing the switcboard:

• Operates the switchboard and console to connect, hold, transfer all incoming calls.
• Conflict skills.
• Ensures that all incoming calls, questions and complaints are resolved promptly by channelling calls to the responsible persons/departments.
• Provides general information to clients before transferring calls, resolving client/ tenant problems.
• All calls are handled professional manner, friendly, courteous and without delay.

2. Assumes Office Admininistration duties

• Order and manage stationery use.
• Petty cash handling and reconciliation
• Management pack filling and binding
• Preparing the boardroom for the meeting
• Collecting and capturing turnover figures on BOL.
• Answering calls and transfer to relevant extensions.
• Oversee office cleanliness and hygiene.
• Assist walk-in customers looking for space.

3. Managing the telephone management system

• Ensures the smooth running of the Telephone /PABX system.
• Provides management reports on a daily, weekly, and monthly basis, w.r.t. to call statistics.
• Updates management system by programming it with new information and changes as it occurs inside the company. No more than 2 days after being informed of such changes.

4. Assumes responsibility for the effective performance of operations/assigned task to manage the Property and facilities.

• Reports:

o Ensures that accurate tenant schedules are maintained for each building.
o Update telephone list and other telephone lists relevant to the centre.
o Collection and update tenant turnover figures and capture of turnovers on Broll online.
o Fault logging and closure.
o Distribution of tenant statements and meter reading slips.
o Admin invoice approval online.
o Drafting of parking agreements and admin control op parking.
o Sourcing and procuring office supplies.
o Handling and managing service providers and suppliers.
o Maintaining the office filing system and stationary.
o Manage the printers including toner.
o Manage office refreshments.
o Management and control receipting and sending of document/Parcel.
o Compiling of presentations and monthly reporting packs.
o Ensures that deadlines are met.
o Update work schedule and attendance register.

• Financial:

o Support manager with compiling petty cash receipts.

• Tenant liaison:

o Secure tenant personal information.

• General:

o Manage boardrooms.
o Tenant correspondance.
o Filing/ archiving.
o Annual audit preparation.
o Tenant complaints.
o Contractor liaison.
o Assist operations with key control and key register.
o Any other admin duty required from time to time.

5. Assumes responsibility for establishing and maintaining effective business relations with clients, vendors, and trade professionals.

• Assist with queries promptly and effectively.

6. Assumes responsibility for establishing and maintaining effective working relations with vendors, contractors, and personnel.

• Assist and support, department personnel.
• Coordinate activities between departments and conveys information as needed
• Keep management informed of any risk or problems.
• Promotes goodwill and a positive image of the Company.

7. Assumes responsibility for related duties as required or assigned.

• Ensures that work area is clean, secure, and well maintained.
• Completes special projects as assigned.
• Reports on Operational expenses, foot traffic, security incidents etc.
• Professional, presentable and well-spoken.
• Good analytical, problem-solving abilities and numerical skills
• Attention to detail and good organisational skills including the ability to maintain a high level of accuracy in preparing and entering financial information

8. Assumes FM Admininistrative duties:

• Accruals progress.
• To send email to contractors so to request them to upload their invoices (Every Tuesday & every Friday).To obtain the account statement on same and work from same to ensure all invoices are uploaded.
• Timely raising of Purchase orders.
• To obtain related proforma invoices/quotes, ensure there are address accurately and raise PO’s every Wednesday.
• BOL fault centre usage.
• This applies to all the walk-ins as well as the emails nor phone calls.
• Email weekly report to Delon.
• Provide the fault log to the tenants as well as the repairs update.
• General Facilities day to day operation. (Front desk manning, walk-ins control, filing and etc.
• Direct all related queries to the departments so to ensure smooth running of the building.

PERFORMANCE MEASUREMENTS
1. Communication skills / professional ability to liaise with clients.
2. Property operations signed to are efficiently and effectively administered.
3. Reports are complete, accurate, and delivered on time according to schedules
4. Good communication and coordination with departments. Assistance is provided as needed.
5. Senior Management is appropriately informed of area activities and any significant problems.
6. Effective business relations with vendors, contractors, and trade professionals.

EDUCATION/CERTIFICATION:
Matric.
Additional property experience will be beneficial
2 – 3 years related experience

REQUIRED KNOWLEDGE:
Excellent understanding of Property management procedures.
Knowledge of budgeting, service contracts, and leasing agreements.

EXPERIENCE REQUIRED:
Five or more years of related experience, with at least two or more years of supervisory experience.

SKILLS/ABILITIES:
Excellent leadership abilities.
Able to organise, coordinate, and direct team activities.
Strong problem-solving skills.
Good communications skills.
Able to use all related maintenance equipment and computer applications.

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