SUMMARY:
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POSITION INFO:
We are looking for a professional and dynamic Receptionist who will also provide administrative support to our facilities Management team. This role is pivotal in creating a welcoming environment for visitors and ensuring smooth operational support for our property management division.
Key Responsibilities
Front Desk & Customer Service
- Maintain a professional and organized reception area.
- Answer and direct incoming calls promptly and accurately.
- Act as the first point of contact for tenants and visitors.
- Welcome guests, manage visitor access, and offer refreshments.
- Handle general queries and liaise with internal and external clients.
- Ensure cleanliness checks of common areas and maintain a key register.
- Update internal telephone directory monthly.
Building Administration
- Administer facilities management services in line with policies.
- Process communications, log calls, and manage invoice spreadsheets.
- Coordinate cleaning and security staff per SLA requirements.
- Attend property management meetings and take minutes.
- Manage documentation for new developments and compliance certificates.
Facilities Management Support
- Maintain filing systems for service contracts, building plans, and approvals.
- Assist with budget approvals and monitor service provider performance.
- Load service contracts on PIMS and ensure schedules are up to date.
Risk Management & Asset Maintenance
- Ensure compliance with OHS Act and maintain safety files.
- Assist with insurance claims and incident reporting.
- Manage contractor documentation and permits.
- Dispatch service providers for maintenance and follow up on completion.
Skills & Competencies
- Excellent communication and interpersonal skills.
- Strong organizational and planning abilities.
- Attention to detail and accuracy.
- Ability to work under pressure and meet deadlines.
- Professional attitude with initiative and reliability.
- Proficiency in MS Office (Excel advantageous).
Qualifications & Experience
- Grade 12 (Matric).
- 2–4 years’ experience in an administrative environment.
- Strong computer literacy and willingness to learn new systems.
