Receptionist/Office AssistantHerbert Smith Freehills

• Meeting, greeting, and registering of all clients and visitors at reception and directing them as appropriate.
• Always maintaining the highest standards of presentation in the reception area.
• Handling telephone calls, dealing with inquiries, and relaying accurate messages as required.
• Managing the reception mailbox, including checking voicemails.
• Respond appropriately to any questions and queries on behalf of the Johannesburg office.
• Responsibility for booking, controlling use, and setting up of meeting rooms and private offices.
• Setting up of meeting rooms and private offices before and after use.
• Responsibility for venue hire and other private meeting/function requirements.
• Liaising with members of the Operations and Projects team to ensure that audio-visual and other IT requirements are in place for meetings and other functions.
• Liaising with suppliers regarding the catering and refreshment requirements for meetings and other functions.
• Responsibility for ordering and arranging flowers, gifts, etc. as requested.
• Processing of all incoming and outgoing mail by office procedures.
• Day-to-day responsibility for arranging and managing couriers (including receipt and dispatch).
• Responsibility for replenishing stationery and other office supplies by the office stock take and ordering procedures.
• Responsibility for fire alarm test notifications.
• Responsibility for ensuring that the Printers in the office have the necessary supplies.
• Providing support with general office management (including checking tidiness and cleanliness of the reception area, meeting rooms, private offices, and all other areas) and escalating any issues.
• Supporting the arrangements for meetings and other functions, including the preparation of papers, presentations, and other materials.
• Providing general administrative and operational assistance to the Johannesburg office as required.
• Providing cover for office-related functions and events as required.

SKILLS, EXPERIENCE, AND QUALIFICATIONS

• Matric/Grade 12
• 2 – 4 years of reception/office operations experience
• A proven track record of working in an office operations and administrative role within a fast-paced professional services environment.
• Proven experience in contributing positively as part of a team and ability to work independently when required.
• Proven experience in successfully managing and prioritizing own workload, with an ability to work under pressure and to tight deadlines.   
• Excellent customer service skills, with the ability to use discretion, patience, tact, and respect for confidentiality.
• A high level of computer literacy, including proven experience in using Outlook, Word, Excel, and PowerPoint.