Receptionist

Purpose of the job 

The Receptionist serves as the primary point of contact for staff, clients, and visitors, ensuring a professional and welcoming front desk experience. This role is responsible for managing all reception activities, including handling and directing calls, scheduling and coordinating appointments, preparing and booking meeting rooms, and overseeing deliveries to maintain seamless office operations. 

Job Specification 

Key Roles & Responsibilities 

1. Front Desk Management and Hospitality 

• Meet and greet clients
• Receive, sign, and distribute packages internally
• Arrange courier collections and deliveries
• Ensure that meeting rooms are booked and maintained
• Ensure refreshment and catering orders are placed

2. Switch Board Management 

• Ensure all calls are answered and screened before transferring
• Assist with making/ transferring calls for employees who do not have outbound call access

3. Stock take & Orders and Purchases 

• Ensure stationery stock take is completed monthly
• Place weekly orders: drinks, coffees, teas, fruit, water, milk and groceries
• Place monthly orders for cleaning products, stationery, gas for keg
• Adhoc purchases for departments e.g. plugs and leads
• Order first aid supplies upon request
• Purchase office furniture and repairs on request

4. New Starters 

• Complete application form for new starter access tags
• Order company branded items when needed for new starter kit 

5. Building Maintenance 

• Ensure quarterly service for air conditioner
• Log calls for faulty air conditioner, plumbing, and electrical maintenance
• Ensure weekly maintenance of plants, sanitary bins, and air freshener
• Ensure quarterly pest control is done
• Book handy man for ad hoc repairs and assistance
• Ensure that recycle bins are managed and collected monthly

6. Administration and ad hoc duties 

• Printing, binding and laminating of documents
• Issue stationery
• Ensure that congratulatory emails are sent out to the business for birthdays and baby announcements
• Arrange gift cards vouchers and flowers when requested
• Arrange car wash schedules and payments fortnightly

Core skills/Competencies:

Technical skills require to do the job: 

• Microsoft Office (Excel, Word & Powerpoint)
• Experience with switchboard management
• Written and verbal communication
• Professional business writing
• Business and telephone etiquette
• Administration skills
• Interpersonal skills

Minimum Requirements

• Matric (Accounting advantageous)
• Office administration course is advantageous.
• A minimum of 1-2 years’ experience in a similar role
• Code 8 license with own transport (Monday to Friday in office)

Recruitment Process

• Competency based interview to assess above requirements
• Applicable assessment
• Culture based interview
• Background checks