JOB DESCRIPTION FOR ADMINISTRATOR (RECEPTIONIST)

Receptionist:

• Delegating walk in/phone in clients to correct department
• Switchboard
• Receiving calls and transferring to the correct person
• Taking message is staff not available to take call
• Correspondence
• Receiving incoming faxes – giving through to the correct person
• Purchasing
• Ordering stationery from HO, i.e. contract book etc
• Stationery requisitions i.e. pens, paper etc locally
• General grocery requisitions i.e. coffee, tea, sugar and milk
• Any other purchases as requested from time to time:
  • Obtaining quotation from supplier
  • Creating/requesting requisition
  • Obtaining PO from Procurement (HO)
  • Placing order with the supplier
  • Combine supplier invoice and PO after receiving and checking the goods
  • Handing over to person receipting in the branch (Supervisor)

Filing:

• Preparing the individual file
• Placing the relevant documentation in the file
• File alphabetically according to the Debtor Code

Finance:

• Banking
• Daily banking
• Posting the banking on the Q-Drive

Other:

• Adhoc responsibilities

Sales:

• Receiving leads (phone calls/walk in clients)
• Completing paperwork regarding leads (manual method)
• Capturing leads on Listener (same day)
• Capturing leads on Rep/Consultant individual pages – Q-drive
• Capturing leads on Sales Managers page – Q-drive
• Communicating lead-info to sales consultants via Listener / 1 SMS and 2 E-mail
• Drawing previous days leads from Listener / dividing between consultants and following normal lead process
• Daily reporting – Sales Activity Report at 16h00 to all the relevant staff
• Wednesday morning – send reminders to all consultants to update feedback on their individual pages on Q-drive
• Thursday mornings – action consultant instructions on Listener (i.e. close leads etc)
• Tuesday and Friday mornings – update self-generated leads
• Assisting with Telesales 

Client queries:

• Assisting walk-in clients with queries and liaising with HO (Sales)