Advert reference: ivanh_000061
Advert status: Under Review
Apply by: 6 October 2021
Industry: Mining & Quarrying
Job category: Others: Administrative Support and Secretarial
Remuneration: Market Related
EE position: No
Ivanhoe Mines SA is currently recruiting for a experienced Receptionist to join their team in Sandton. Job Purpose: To receive and transfer calls and take and deliver messages (Switchboard), to update and maintain the Company telephone lists, to receive visitors and ensure that they are assisted, to manage meetings rooms and overseeing of catering requirements, to manage all stationary for Head Office (obtaining quotes, ordering of inventory and distribution), managing of service providers who deliver services at Head Office, identification and addressing of maintenance issues in the building, general administration, typing, copying and binding, ad hoc administrative and serving of refreshments.
Switchboard• Being on time on a daily basis• Professional and prompt answering of all incoming calls• Scrutinizing of calls (obtain sufficient details from caller to give to intended recipient of call when required e.g. who called, from where, reason for call and specifically who did the person asked to speak to)• Taking of messages in a professional manner as well as timeous distribution thereof• Making of calls in a professional manner, as required
Telephone and birthday lists• Update employee portal with the relevant birthdates and contact information.
Receiving and seeing off of Visitors• Professional and friendly greeting of all visitors• Assisting of visitors depending on their needs• Open security door• Offering of refreshments or lunch (where applicable) to visitors
Manage reception area, meeting rooms and bar• Responsible for keeping reception area in tip top condition• Turning appliances, air-conditioners on and off• Ensure latest newspaper delivery and latest magazine arrangement at reception• Booking of meeting rooms on Outlook calendar and keeping the calendar updated at all times• Ensuring that the meeting room is not hi-jacked by anyone when a meeting has been scheduled for someone else• Make required arrangements in case of booking clashes• Ensure all meeting rooms are clean and tidy• Ensure that there are latest company brochures and related information in meeting rooms
Oversee catering requirements• Arrange catering for meetings and office functions as requested• Non-perishable snacks should be stored away for future use• Ordering of refreshments for meeting attendees • Preparing of refreshments if required due to circumstances
Managing of service providers:• Placing orders (coffee pods, water, stationery, etc.) and following up until received• Checking content of orders and signing off invoices• Controlling a limited amount of petty cash to pay for food deliveries with full record keeping (all receipts)
Courier parcels packages and post:• Dispatch courier parcels with appropriate service provider (depending on country); do follow-up tracking reports and notify sender / recipient• Meticulous record keeping of waybills• Ensuring outgoing post is sent and incoming post and packages are distributed or sent on to site
Building maintenance• Identify office space maintenance requirements such as dead light bulbs / tubes, broken glass or tiles, alarm problems etc.• Logging calls with landlord and building operations manager regarding building problems and following up until resolved• Bringing any building / office problems to the attention of the Office Manager• Arranging of handyman to fix problems and checking of invoice submitted by handyman
General admin duties• Typing / Coping / Binding• New staff – arrange stationery starter pack; arrange office access tag from IT and distribute access • Taking of minutes of meeting• Receiving and capturing invoices/slip• Setting up meetings and controlling boardrooms• Administrative support across the organization • Filing of documents for the finance dept, therefore liaising with Bookkeepers and Creditors Clerk • Ensuring COVID-19 screening register is ready daily for staff to complete and sending to HR/ COVID Officer for record keeping by close of business• Capturing expense claims• Uploading content on the employee portal as and when required
• Grade 12• English (speak, read and write)• Switchboard operations• Computer literacy (Proficient in Microsoft)• Professional behavior course• Switchboard• Microsoft Office (Word, Excel, Powerpoint, Outlook)• Typing• Working with people
Competencies:• Ability to work in a diverse, global team. • Proactive • Motivated• High energy level • Reliable • Punctual• Able to follow instructions• Sense of urgency• Loyalty• Humble• Systematic and organized• Ability to work on a diary system and make notes to follow up matters.
The company will NOT consider applications received after the closing datePreference will be given to Historically Disadvantaged South Africans (HDSA), people living with disabilities, youth and women candidates. Applications are only open to South African Citizens and Permanent RSA Residents.Should you not hear from the Company within 21 days of the closing date, you should assume that your application has not been successful.