1. SUMMARY OF DUTIES FOR CHARLAIN COETZEE @ MOUNTSURE
 Screening, answering and forwarding phone calls
 Take and relay messages
 Handle queries from the public and customers
 Sorting and distributing post
 Ensure knowledge of staff movements in and out of organization
 Monitor visitor access and maintain security awareness
 Provide general administrative and clerical support
 Preparing letters, presentations and reports incl. typing
 Receive and sorting of deliveries and office supplies
 Schedule appointments, organize meetings and boardroom bookings
 Meeting and greeting clients
 Taking notes and minutes during meetings
 Maintain appointment diary for MD and
GM either manually or electronically
 Planning, organising and managing events / functions and catering
 Book travel arrangements and accommodation
 Managing databases w.r.t new clients
 Liaising with staff, suppliers and clients
 Keeping the reception area tidy
DETAILED JOB DESCRIPTION OF RECEPTIONIST/ PERSONAL ASSISTANT
Daily Tasks
 Ensure that the switchboard is transferred to and from DND morning and afternoon
 Make sure all calls are answered professionally and transferred in the same manner
 Take messages where necessary and email to the relevant staff member
 Ensure all staff members have signed in and out every day
 Attend to all emails received and action where needed
 Make sure all staff members and management is aware of birthdays on each day
 Keep record of managements daily appointments in diary system

2. Weekly Tasks : Check on Monday and Fridays
 Ensure that the office supplies are in always in stock
(groceries, cleaning material, paper etc.)
 Ensure neatness of the office e.g. notice boards, boardroom etc.
 Keep record of stationary used as well as stationary in stock
 New orders to be signed off by GM
 Ensure that all invoices, are handed to finance for payment
 Ensure that all new business has been recorded in the new business book and the
client list updated with important details
 Ensure that the cancellation book is updated with cancelled policies and update
the client list accordingly
 Check that policies are cancelled on the KEVOD system as well
Ad Hoc Tasks
 Arrange flights, transport and accommodation for Director as and when requested
 Arrange office functions in conjunction with GM and Finance dept
 Ensure that the finance dept. is aware of all transactions / payments
 Advise IT (Andrew / Phillip) on any issues regarding the telephone / internet services
 Typing of documents and quotes if and when required by management
 Taking minutes during office meetings and keeping record of same
SUMMARY OF DUTIES FOR PA/RECEPTION IRO FINANCE
Mountainview Storage
 Handling all enquiries relating to renting of storage space
 Issuing and filing of new contracts for new tenants
 Issue new invoice for new tenant (PASTEL)
 Ensure pro-rata payment received before tenant takes occupation
 On the 1st of each month all debtors to be invoiced accordingly
 Invoices together with statement to be sent to debtors no later than the
4th of each month
 Ensure weekly follow up on overdue debtors (accounts 60days overdue)
 Update storage client list as well as layout with relevant tenants

3. Other
 Ensure that monthly credit card slips are reconciled and filed
 Ensure that the file is ready for processing by finance by the 7th of each
month with the previous month’s slips and recon
 Update and Manage the private file for CD Koch