Job Description

Job Purpose

To provide a professional and welcoming first impression for the organization by managing front desk operations, handling incoming calls, greeting visitors, and performing basic administrative tasks. The receptionist ensures efficient communication between clients, visitors, and staff while maintaining a positive and organized reception area.


Responsibilities include:


Monitor and ensure that the reception area is presentable. Manage the reception area to ensure effective telephone and mail communications both internally and externally. Operate the switchboard; receiving, screening and transferring phone calls, taking brief messages if needed and passing messages on personally or via e-mail. Report telephone equipment and line faults to the IT Manager. Receive all guests in a friendly manner and ensure that the relevant person is notified upon their arrival. Order stationery, groceries etc. and ensure that a minimum stock level is maintained. Prepare stationery packs and site cards for new employees. Supervise the maintenance of office equipment and ensure equipment is kept in good working order. Order toners and paper for printers. Manage meeting/boardroom reservations and organize meetings when needed. (E.g. catering, etc.) Administrative tasks for office manager/ administrator. Project managers (where applicable) collate, file, print, photocopy and scan documents as and when required. Update various spreadsheets, birthday and telephone list on a continual basis. Arrange courier services, check and sign for deliveries and inform the relevant staff member to collect deliveries. Ensure the safekeeping of valuable items. Keep a record of employees and visitors signing in and out of the building. In the event of an emergency evacuation, take the register to the emergency evacuation point. Attend First Aid training and be a Health and Safety representative for the office. Assist with arrangements for the RMT meetings. Assist the social committee with coordinating staff functions (in house and off-site). Train new cleaning staff on the operational procedures. Source and procure office equipment as required. The above tasks and responsibilities are not limited and may change from time to time depending on the operational requirement of the business.

Minimum Requirements

Grade 12 (Matric) 2 - 3 years' experience in a Reception/ admin role Proficiency in MS Office, Intermediate MS Excel, MS Word and PowerPoint knowledge is critical.

Skills/ Attributes

Excellent verbal and written communication skills with a good telephone manner. Good interpersonal skills Ability to multi-task Attention to detail and problem-solving skills Ability to work using own initiative and take responsibility where necessary and to work as part of a team. Good planning and organizing skills. * Presentable