African Bank: Receptionist 

Company: African Bank

Location: South Africa 

Closing Date: 19 February 2025

KEY PERFORMANCE AREAS

• Behavioural (COMP)
• Ability to be resourceful and proactive when issues arise
• Brand Ambassador
• Customer service attitude
• Excellent organizational
• Multitasking and time management skills, with the ability to prioritise tasks.
• Professional attitude and appearance

Minimum Education

• Matric, Certificate/Diploma in Administration

Minimum Experience

• 5 Years
• Technical (COMP)
• Ability to function within a team
• Ability to pay attention to details
• Computer literacy skills
• Customer service orientated
• Excellent communication skills
• Professional welcoming skills
• Rule orientated

Financial

Financial Management

• Ensure that any delivery of documentation at reception is signed in from client and signed out to DSV timeously and kept in a safe place whilst in your care.
• Financial Management for Building service Department
• Assist the Building Services Financial Controller to compile documentation for credit card for signature of facilities manager.
• Prepare invoices for payment by printing out and getting Managers signature.
• To drive vehicle in a safe responsible manner whilst abiding to the rules and regulations on the road.
• Ensure that vehicle is looked after and maintained in accordance with cars maintenance schedule.
• Ensure vehicle is always in roadworthy condition and licenced correctly.
• Plan daily routes in most cost-effective manner where possible.
• Building Services stock control and recon.
• Checking and capturing of invoices
• Checking invoices for VAT number, Company name, Authorization in items of mandates, Prior payments, Cost Codes (and reasonableness thereof),
• Capex vs Opex, Due date, Staff related cost.
• Obtaining VAT number of new suppliers.
• Checking that VAT number of existing suppliers.
• Submit staff related claims to payroll department (replacement access cards).
• Split costs where necessary in terms of contracts.
• Capture invoices information correctly against vendor one workflow, select correct supplier.
• Stamp invoices as processed and follow approve process of through to payment. Checking banking details.

Reconciliations

• Reconcile updated statement by checking statements for completeness, Vendors payments.
• List outstanding invoices, payments, credit notes and debit notes on reconciliation.
• Submit reconciliation to direct manager for checking and approval via a workflow and manual verification.
• Payments
• Scan and upload invoices and statements to e-workflow.
• File invoices for record keeping in vender file and upload unto Neptune system.
• Request remittance of POP from finance and send to vendor.

Customer

Customer Service

• Assist in the office walk in client with request.
• Be polite and helpful and efficient in ones dealing with all staff (our customers) as well as to visitors and clients at the regional Office.
• Monitor emails and advising assistant manager to delegate to staff accordingly to attend to all request (Connecteam).
• Be an ambassador for the Bank and Sandton Regional office in all dealings with clients and staff as you are the face of the department to these people.
• Be timeous in attending to staff requests (work orders) and ensure good communication both verbal and via e-mail to clients. (Connecteam)
• Ensure that the office always has a representative available to assist clients with their requests.
• Create and maintain productive relationships with internal and external clients.
• Keep the client information about progress though written communication, telephone communication.
• Answer switch board and transfer calls or take messages.
• Manage the cleaning staff and ensure that offices and boardrooms are always kept neat and tidy, and engage with landlord cleaning team to ensure lobby and bathrooms are clean and stocked with necessary consumables.
• Manage AV equipment and assist with the set up and functionality of equipment for meetings.
• Manage meeting room bookings and provide beverage service to clients for meetings.
• Procure and manage beverage, stationery and cleaning stock.
• Keep client’s information conferential safe to comply with POPI act.
• Always build a positive image by exceeding client expectations.
• Treat internal and external customers always
• Response timeously to customer needs.
• Level of satisfaction of business executives with Building Services responsiveness to new requirements
• Internal Customer Feedback
• Annual customer survey

Data

Admin Function

• Be the face of Sandton regional office to clients and ensure that work order requests are given to Assistant Manager Building Operations: Regional office.
• Capture and completed job card/workflows/quick tasks. (Connecteam)
• Assist in performing administrative function for Kwa-Zulu Natal regional office.
• Ensure that all service reports are received and scanned into planned maintenance and health and safety program.
• Assist to prepare invoices for signature, scan in signed copies of invoices into the planned maintenance system and send documents to finance for payment.
• Issue Job Cards through Connecteam to allocate contractors request & preventative maintenance jobs.
• Collating Courier requests, overseeing and recording incoming deliveries (IT equipment, documentation) Clear PO Box. Renew Company TV Licence
• Collection of the service reports and ensure that the Planned maintenance is updated.
• As per the defective from the Planned maintenance ensure that the NCR’s are issue accordingly.
• Perform administrative function for booking of identified boardrooms.
• Identify best practice management of boardroom bookings and attending to clients effectively and discuss with facilities manager for ways to implement.
• Clients Visit
• Identify the purpose of clients visit to African Bank who reports to reception for assistance.
• Assess the clients’ needs and call the relevant person or department to assist them.
• Ensure client waits at the couches in reception where they are to wait to be collected from reception.
• Ensure that client does not access building at turnstiles without being collected by an African Bank staff member
• Communication
• Perform the Brand Ambassador function for African Bank and the department in all dealings with clients and staff by being polite and courteous and efficient in dealings with people.
• Have clear verbal and written communication with staff and visitors and ensure that client’s expectations are met in a professional manner.
• Vendor Management
• Assist to deal professionally and timeously with queries raised by vendors on financial issues.
• Assist to Deal professionally and timeously with vendors when information is required from them.
• Resolve queries by conducting investigations, analysing records, reconciling creditors records via payment conformation from finance, escalating problem to management when required, keeping accurate and legible audit trails of correspondence (including making relevant notes of telephone correspondence).
• Perform ad hoc tasks as requested by direct manager.

Culture/People

• Teamwork
• Ensure that you display congeniality with colleagues, ensure that you assist team members to perform tasks when required (one team).
• Behavioural Protocols (360 report)
• Complete report /surveys as required.

Governance/ Compliance

• Governance Risk
• Ensure that all necessary documentation is completed for trip monitoring, as well as for fuel and maintenance of the vehicle.
• Internal / External Audit
• No unresolved breaches/overdue internal/external audit findings allocated.

Nature 1:

• To ensure smooth operation of administrative deliveries inside and outside the organisation and perform miscellaneous duties on behalf of the office.