Job Description

We seek a full-time, warm and energetic office receptionist who will perform various administrative tasks, including meeting and greeting guests, answering, screening and forwarding calls from the switchboard and assisting the Business Support team with efficient office and fleet management.





The office receptionist is the face of the organisation and will play a pivotal role in ensuring the smooth operation of our business. Due to the nature of this role, it is not open to flexible or hybrid working; the individual must be in the office from 8 am - 5 pm, Monday to Friday.

Position of the job in the organisation:

The successful candidate will report directly to the Office Manager.

Principal responsibilities:

Taking calls and ensuring messages are transferred to the appropriate colleague promptly. Receiving visitors at the front desk by greeting, welcoming, directing and announcing them appropriately. Offering guests drinks and notifying the relevant staff member about the catering needs. Managing the security/intercom system. Handling queries and complaints via phone, email and general correspondence. Assisting with meeting room bookings where needed. Booking DHL/Pudo couriers and track deliveries. Processing of Business Support invoices (not approving). Receiving and sorting daily mail or deliveries. Ensure the reception area is tidy and presentable, with all necessary stationery and material available (e.g. pens, forms and brochures). Keep updated records of office expenses and costs. Supports business continuity by documenting irregularities and continuing needs within the business. Be familiar with business support suppliers (e.g. the recycling, window washing company, diesel) and ensure that the tasks that they are assigned to are fulfilled. Sign off receipts and invoicing from the suppliers as mentioned above upon completion of their service. Printer duties - add/remove staff to the printer, install the printer to colleagues laptops. Ordering printer toner and ensuring that the services are done regularly. Ensure the back door is securely locked at the end of the day. Switch off the coffee machine and all lights in unoccupied areas before leaving the office. Coordinating minor office maintenance requests (e.g., lightbulbs, handyman visits). Ensuring that new joiners' access control is completed timeously. Any other job roles and responsibilities associated with this role.

PERSON DESCRIPTION

Experience:

3 plus years' experience as a Receptionist, Front Office Representative, Executive Assistant or similar role. Attention to detail. Planning and organisation. Maintain confidentiality of company information. Proficiency in Microsoft Office Suite. Hands-on experience with office equipment (e.g. printers and coffee machines). Professional attitude and appearance. Solid written and verbal communication skills. Strong interpersonal skills for liaising with internal teams and external vendors. Multitasking and time-management skills, with the ability to prioritise tasks. Customer service attitude. Valid driver's license and willing to travel.

Qualification

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Matric

What Does Success Look Like?

By month 3:

I will be familiar with our software and departmental processes, as well as my KPIs. I will participate in my monthly 1:1 meetings and be familiar with all the internal departmental telephone extensions and add support to my team.

By month 6:

I have familiarised myself with the most used Business Support suppliers and have built relationships with each of them. I am accountable for managing suppliers that provide services directly to Business Support. I can perform desktop research and provide suitable quotes where needed.

By month 12:

I can track my KPIs on my own. I can support the team members and produce quality work that leads to the company reaching its goals. I am dependable and accountable and add value to the company.

Core Values:

We hire, reward, and recognise our team against these values. It is imperative that you believe in these values and demonstrate them consistently.




We are passionate and proud of what we do. We communicate candidly, especially when it is difficult. We take the initiative, share our mistakes, and grow together. We are dependable and take accountability. * No one person is bigger than the solution - no egos.