Receptionist with Facilities Management Admin Support

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.