PURPOSE OF POSITION

To provide a professional and welcoming first point of contact for visitors, clients, customers and callers, while delivering accurate information and efficient administrative support. The role also supports Operations by reconfirming confirmed services with suppliers, verifying that reconfirmed details align with confirmed services, and promptly communicating any discrepancies or updates to the relevant consultants.

RECEPTION AND FRONTLINE SUPPORT

Receive visitors and guests and make them feel welcome.

Answer the switchboard, screen calls and direct them appropriately.

Take and relay accurate messages promptly.

Provide accurate information to callers.

Direct visitors to the correct destination.

Deal professionally with queries from the public, clients and suppliers.

Maintain awareness of staff movements in and out of the organization.

Monitor visitor access and maintain security awareness.

Receive and sort mail and deliveries and promptly notify the recipient.

Keep the reception area tidy and presentable.

Ensure telephone equipment is functioning.

Handle special requests, queries and complaints relating to the switchboard and/or reception.

RECONFIRMATIONS AND SUPPLIER LIASON

Accurately and timeously reconfirm services with suppliers

Ensure that reconfirmed information matches the booked and contracted services.

Promptly communicate any discrepancies, amendments or supplier updates to the relevant consultants.

GENERAL ADMINISTRATIVE SUPPORT

Provide general administrative and clerical support.

Maintain accurate records and follow agreed filing and communication processes.

Support the Operations team with ad hoc administrative tasks, as required.

QUALIFICATIONS & EXPERIENCE Required (Negotiable):

Grade 12

Certificate in office administration or a frontline/reception qualification

Knowledge of travel-related systems and procedures

3-5 years' experience as a receptionist or switchboard operator

KNOWLEDGE, SKILLS, ATTRIBUTES & ABILITIES

MS Office, particularly Outlook and Word; Excel advantageous

External and internal customer management

Strong interpersonal skills

Computer literacy