Front Desk Administrator/Receptionist

Introduction

The role of the receptionist is pivotal in ensuring the seamless operation of the organisation by warmly welcoming visitors, managing telephone communications, and undertaking a variety of essential administrative duties.

Duties & Responsibilities

Reception Administration

• Manage the reception front desk and telephone system efficiently.
• Maintain a tidy and organised reception area; ensure the display screen is operational and updated with birthdays and anniversaries.
• Answer calls promptly and ensure messages are communicated via email immediately.
• Coordinate meeting room bookings effectively.
• Maintain the boardroom throughout the day, ensuring it is replenished as necessary.
• Welcome and direct visitors and candidates, and assist with courier and delivery management.
• Organise staff functions and company events.
• Undertake miscellaneous duties and responsibilities as assigned.
• Notify security of visiting clients and suppliers.
• Ensure smooth operation of the reception area and liaise with IT to maintain the telephone system's functionality.

HR & Training Administration / Ad Hoc Administration

• Support onboarding processes and new starter administration.
• Assist with daily HR and training administration tasks.
• Undertake additional administrative duties and projects as required.

Stock Control

• Monitor and track stock levels diligently.
• Conduct weekly stock takes.
• Report low stock levels to the direct line manager promptly.
• Ensure bathroom amenities are replenished at the start and end of the day, and throughout the day as necessary.

Office Maintenance

• Inform the direct line manager immediately of any office maintenance issues reported or identified.
• Contact the air conditioning team if the system is malfunctioning.
• Notify security regarding any faulty electrical plugs.

Health & Safety

• Alert the Building Manager or Security in the event of a suspected false fire alarm.
• Contact one of the First Aiders should a first aid situation arise.

Qualifications

• Matric.
• Administration or secretarial certificate or diploma.
• Qualifications and experience in Human Resources would be advantageous.

Desired Experience

• A minimum of three years' experience in reception and/or administration roles.
• Excellent spoken and written English communication skills.
• Professional and confident telephone manner, with a positive and energetic approach.
• Proficient in Microsoft Office applications.
• Familiarity with Canva is advantageous.

Willingness to work weekends or outside regular hours when required.

A valid driving licence and access to own vehicle are essential.