Position Overview:

The Receptionist will be the first point of contact for visitors and clients, ensuring a welcoming and professional reception service. In addition to front desk responsibilities, the role provides administrative and operational support to ensure the smooth day-to-day functioning of the office. The incumbent will also assist with office coordination tasks, supplier liaison and supervision of designated support staff while contributing to workplace safety, security and compliance.

Reports to:

Human Resources Manager

Essential Job Functions:

Reception and Front Desk:

• Greet and assist visitors, clients and employees with a professional demeanor.
• Answer, screen and direct incoming calls promptly.
• Manage appointment scheduling and visitor logbooks.
• Handle incoming and outgoing mail, packages and deliveries.
• Maintain confidentiality and discretion in handling sensitive information.

Administrative Support:

• Provide administrative support to staff, including managing emails and scheduling.
• Maintain a clean and organised reception area.
• Coordinate and manage boardrooms ensuring they are clean and ready for use.
• Order and maintain office supplies and equipment, ensuring adequate stock levels are always available.
• Liaise with suppliers where necessary regarding office supplies and equipment.
• Updating organisational structure/organogram when required.

Staff Coordination and Support:

• Oversee and coordinate the day-to-day activities of support staff.
• Manage leave requests, daily duties and responsibilities of the above staff members in alignment with operational requirements.
• Ensure duties are allocated and completed to maintain a clean, organised, and well-functioning office environment.

Health and Safety Compliance:

• Support health and safety protocols, reporting any risks or hazards identified in the building.
• In case of emergency, assist in the evacuation of visitors and ensure compliance with building safety protocols.
• Ensure fire safety exits in the vicinity of the reception are always clear and accessible.

Security and Access Control:

• Verify visitor.
• Perform basic security checks, such as monitoring CCTV feeds.
• Monitor and report any unusual activity in and around the reception area.

Experience, Skills & Functional Requirements:

• Grade 12, matric or equivalent.
• 2 years’ experience in a similar role.
• Sound ability on Microsoft Office applications, including but not limited to Outlook, Word and Excel.
• Excellent communication and interpersonal skills.
• Strong organisational and multitasking abilities.
• Basic knowledge of health and safety practices.
• Familiarity with basic security protocols and procedures.