Job Description

Reporting to the Projects Manager, the Administration Clerk/ Receptionist will be responsible for carrying out Administration duties including managing the reception desk.

Duties and Responsibilities

• Manning the reception desk
• Check visitors in and direct or escort them to specific destinations
• Inform other employees of visitors' arrivals or cancellations
• Handling inquiries via phone, email and general correspondence
• Taking messages and ensuring they are passed to the appropriate staff member in time
• Managing boardroom availability
• Receiving, sorting, distributing and dispatching mail
• Recording and maintaining office expenses
• Handling travel arrangements
• Coordinating internal and external events
• Managing office inventory such as stationery, equipment and furniture
• Overseeing office services like cleaners and maintenance service providers
• Kitchen staff welfare
• Maintaining safety and hygiene standards of the reception area
• Filing duties
Other specific duties:
• Preparing inspection reports
• Assisting with quotations sourcing
• Assisting with payment requisitions preparation
• Invoicing and sending same to tenants
• Receipting
• Receiving walk in clients with properties for sales and letting, then distributing same amongst Property Consultants

Qualifications and Experience

- At least a degree in Administration or equivalent.
- + 2 years experience in the same position.
- Clean class 4 driver’s license

How to Apply

Suitably qualified candidates are required to send their CV together with certified academic certificates to [email protected] clearly indicating the position being applied for on the email subject on or before 15 December 2023.

VacancyHQ Expert Job Listing Tips

In my experience, understanding the nuances and specifics is vital when applying for any job offers in Zimbabwe or elsewhere. Therefore, considering the mentioned job listing, successful applicants should note the following:

-Restructuring CV:

Emphasize administrative experience: Relevant experience is crucial. Restructure your CV highlighting any prior administrative roles or tasks you have handled.
Highlight customer service skills: Dealing with visitors and inquiries is a central part of receptionist role.
Detail skills about managing office inventory and any prior experience in coordinating events.
Include experiences with expense tracking and travel arrangements you have previously done.
Emphasize your experience with report preparation and handling invoicing or payments.

Notable Listing Areas:
1. Qualifications and Experience: Ensure that you meet the criteria, notably the degree in Administration and requisite 2 years of experience.
2. The submission deadline is 15 December 2023: Don't miss this, as late applications will likely be rejected.
3. Understand the job responsibilities: It's vital to know the tasks you are expected to undertake, especially multi-tasking in various administrative duties.
4. The email subject should clearly indicate the position being applied for: Often, applications are disregarded due to unclear subject lines.
5. Having a clean class 4 driver's license is part of the requirement: If you do not meet this criterion, articulately explain in your cover letter why you would still be a considerable asset to the company.

-Standout Strategies:

Highlight any extra relevant qualifications or courses: It will present you as a dedicated and proactive learner.
Quantify your accomplishments: For example, mention how you decreased office expenses by x% or how you improved efficiency in a previous role.
Mention specific software skills relevant to administrative roles: This could include Microsoft Office Suite, Google Workspace, Accounting software, etc.

From the perspective of the hiring organisation and drawing on my experience assisting with job vacancies in Zimbabwe, the following are presumably important:

Invoicing and payment requisition preparation: The ability to deal efficiently with financial aspects is often undervalued by applicants.
Handling of travel arrangements: This may seem minor, but effective logistical skills save organisations considerable time and money.
Overseeing office services like cleaners and maintenance service providers: Effective coordination and supervision skills enhance the smooth running of the organisation.

Looking for jobs in Zimbabwe or employment opportunities in Zimbabwe like these involves being meticulous about these details. An ideal candidate will match and go beyond the company's expectations in handling the wide range of administrative tasks described in the listing, demonstrating added value to the organisation.