Receptionist / Administrative Support

Role Purpose

The Receptionist / Administrative Support is the face of our organisation and the central hub of our office operations. This role is responsible for delivering a professional, welcoming front-of-house experience while providing comprehensive administrative support to the Operations, Human Resources, Legal, Finance, and Building / Office Management teams. The successful incumbent will ensure the seamless day-to-day functioning of the office environment, enabling all teams to operate efficiently and focus on their strategic priorities.

This role reports to the Chief Operating Officer (COO), with functional dotted-line relationships to the respective teams supported.

Key Responsibilities

1. Receptionist Duties

• • Serve as the first point of contact and brand ambassador for the organisation, consistently delivering a warm, professional, and welcoming experience to all visitors, clients, and staff.
    • Manage the reception area at all times, ensuring it is presentable, organised, and reflective of the company’s professional standards.
    • Answer, screen, and direct all incoming telephone calls and queries promptly and professionally.
    • Coordinate the receipt, distribution, and dispatch of incoming and outgoing mail, packages, and deliveries.
    • Manage the office kitchen and pantry, including ordering groceries and consumables, maintaining stock levels, and ensuring communal areas are kept clean and well-stocked.
    • Maintain visitor logbooks and manage access control in accordance with building and company security protocols.

2. General Office & Administrative Support

• • Coordinate and support day-to-day office operations to maintain a professional, organised, and efficient working environment.
    • Manage the procurement and inventory of office supplies, stationery, and equipment, ensuring adequate stock levels and cost-effective usage.
    • Oversee meeting room bookings and scheduling, ensuring rooms are set up, equipped, and ready for use.
    • Handle general correspondence, filing, and document management in accordance with company procedures and record-keeping requirements.
    • Provide administrative support to the executive and management team as required, including diary management, travel coordination, and document preparation.
    • Assist with the coordination and logistics of internal events, company functions, and staff engagement initiatives.

3. Human Resources (HR) Support

• • Support the onboarding and induction process for new employees, including the preparation of materials, access requests, and scheduling of orientation sessions.
    • Assist with recruitment coordination, including scheduling interviews, preparing candidate documentation, and welcoming candidates upon arrival.
    • Provide logistical and administrative assistance for all internal HR events and employee engagement initiatives.
    • Manage the travel desk function, including coordinating travel bookings, accommodation, and itineraries for staff in line with company travel policies.
    • Maintain organised and up-to-date HR filing and document management systems in support of the People team.

4. Building & Office Management Support

• • Act as the primary administrative liaison between the organisation and the Building Management team, facilitating communication and the resolution of facilities-related matters.
    • Log, track, and follow up on maintenance requests, repairs, and building-related issues to ensure timely resolution.
    • Coordinate office access, parking allocations, and key management in partnership with the Building Manager.
    • Support health and safety compliance within the office environment, including maintaining relevant registers and assisting with emergency procedures.

The responsibilities outlined above represent the primary requirements for this role. Additional duties may be assigned by management in line with business needs and the incumbent’s developing skills and capabilities.

Key Competencies & Skills

• Professional Communication: Excellent verbal and written communication skills, with the ability to engage confidently and courteously with a diverse range of stakeholders at all levels.
• Interpersonal Skills: A warm, approachable demeanour with strong relationship-building capabilities and a genuine commitment to service excellence.
• Cross-Departmental Collaboration: Proven ability to work effectively across multiple teams and functions, serving as a reliable communication and coordination hub for the entire office.
• Organisation & Time Management: Exceptional organisational skills with the ability to manage multiple competing priorities, meet deadlines, and maintain accuracy under pressure.
• Attention to Detail: High degree of accuracy and thoroughness in the execution of all administrative tasks and documentation.
• Discretion & Confidentiality: Demonstrated ability to handle sensitive and confidential information with professionalism and integrity.
• Technical Proficiency: Competency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general office management systems.
• Adaptability & Proactivity: A self-motivated, solutions-oriented approach with the flexibility to adapt to changing business requirements and priorities.

Qualifications & Experience

• A National Diploma or equivalent qualification in Office Administration, Business Administration, or a related field (preferred).
• Minimum of 2 years’ experience in a receptionist or administrative role, ideally within a professional services or multi-functional environment.
• Prior experience supporting HR, Finance, Legal, or Facilities functions will be considered a strong advantage.
• Experience working in a fast-paced, corporate office environment with exposure to multiple stakeholders and business units.