Reception Administrator

Purpose of the Role

To provide a professional and welcoming first point of contact for visitors, clients, and callers while ensuring the smooth operation of the reception area and supporting general administrative functions within the organization.

Key Responsibilities

• Greet and assist visitors, clients, and guests in a friendly and professional manner.
• Answer, screen, and direct incoming telephone calls promptly and accurately.
• Manage the reception area and maintain a clean, organized, and professional environment.
• Schedule and coordinate meetings, appointments, and boardroom bookings.
• Receive, sort, and distribute courier deliveries, and correspondence.
• Provide administrative support, including filing, scanning, photocopying, and data capturing.
• Manage office supplies and coordinate replenishment of stationery and other office requirements.
• Assist with travel arrangements, meeting preparations, and event coordination when required.
• Sending company-wide emails for birthdays and any company announcements.
• Liaise with internal departments to ensure efficient communication and service delivery.
• Perform additional administrative duties as assigned by management.
• Handling Nashua printing queries.
• Downloading POP's from Std bank.
• Loading Proof of payments on ERP.
• Loading of credit card slips on ERP, reconciling and following up on missing slips/invoices.
• Check for SARS requirements on slips.
• Scanning and uploading of delivery notes on the stock system
• Maintenance of company fixed asset register
• Insurance claims and insurance management of all companies

Required Skills and Competencies

• Excellent verbal and written communication skills.
• Strong customer service and interpersonal skills.
• Professional appearance and telephone etiquette.
• Ability to multitask and work effectively under pressure.
• Strong organizational and time-management abilities.
• Attention to detail and accuracy.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and Teams).
• Ability to maintain confidentiality and handle sensitive information.

Qualifications and Experience

• Grade 12 / Matric certificate.
• Receptionist, administrative, or customer service experience preferred.
• Knowledge of office administration procedures and practices.
• Computer literacy and experience with office equipment.

Key Performance Indicators (KPIs)

• Professional handling of all visitors and telephone inquiries.
• Accuracy and timeliness of administrative tasks.
• Efficient management of appointments and meeting schedules.
• Maintenance of a professional reception area.
• Positive feedback from staff, clients, and visitors.

Adherence to company procedures and service standards.