Receptionist

SUMMARY:
Purpose of the role:
To provide a professional and welcoming front desk experience while delivering efficient administrative support across office operations. The role ensures smooth communication, meeting coordination, and compliance with company standards, contributing to a well-organized and fast-paced environment.

POSITION INFO:
Key Responsibilities:
1. Front Desk & Customer Service

• Welcoming visitors, clients, and contractors professionally.
• Managing the visitor register and issuing access cards/passes.
• Answering and directing incoming calls and emails promptly.
• Handling general enquiries and escalating where required.
• Maintaining a clean, organized reception area.

• Managing correspondence (emails, letters, couriers, internal memos).
• Filing, scanning, photocopying, and document control.
• Assisting with drafting and formatting documents.
• Managing stationery levels and placing orders when required.
• Coordinating office maintenance requests (cleaning, plumbing, IT, etc.).
• Assisting with the preparation of meeting packs and reports.

• Scheduling meetings and maintaining calendars.
• Booking and preparing boardrooms (equipment, refreshments, setup).
• Managing meeting minutes when required.

• Assisting with Health & Safety documentation distribution.

• Managing petty cash and reconciling slips.
• Assisting with purchase orders and supplier documentation.
• Obtaining quotes and preparing requisitions for approval.
• Assisting with invoice processing and follow-ups.

• Liaising with building management, security, and service providers.
• Logging maintenance tickets for office equipment or building issues.
• Assisting staff with parking queries and deliveries.

• Assisting in coordinating small staff events or meetings.
• Managing office refreshments, milk orders, kitchen supplies, etc.
• Supporting departments with administrative tasks as needed.

• Always maintaining confidentiality.
• Ensuring high standards of customer service and communication.
• Upholding company policies and procedures.

• Grade 12 essential
• 1 – 2 years of experience in a receptionist or administrative role.
• Experience in customer service and handling calls/emails professionally.

• Computer literacy: MS Office (Word, Excel, Outlook).
• Excellent communication skills (Verbal and written).
• Ability to manage calendars, meeting bookings, and boardrooms.
• Basic financial administration (petty cash, invoices).