Receptionist

Minimum Requirements

• Matric Certificate. Additional certification in office administration or related fields is a plus.
• Fluent in English & Afrikaans
• Previous experience as a receptionist or in a customer service role is preferred.
• Excellent verbal and written communication skills.
• Punctuality and Reliability
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office equipment (e.g. printers,).
• Strong interpersonal skills with the ability to interact professionally with a diverse group of people.
• Strong organizational and multitasking abilities.
• Effective time management skills to prioritize tasks and manage a busy front desk.
• Maintain a professional appearance and demeanor.
• Ability to handle unexpected situations calmly and efficiently.
• Maintain confidentiality of sensitive information.

Job purpose:

The Receptionist is the first point of contact for visitors, clients, and employees. This role involves managing the front desk, greeting guests, answering phone calls, and performing various administrative tasks to support the smooth operation of the office. The Receptionist ensures a welcoming environment and provides exceptional customer service..

Job description:

The Receptionist is crucial in creating a positive first impression of the organization and ensuring the smooth operation of the front desk and administrative functions. This role requires excellent customer service skills, a professional attitude, and the ability to handle a variety of tasks efficiently.

1. Front Desk Management:

- Greet and welcome visitors as soon as they arrive at the office.

- Direct visitors to the appropriate person or department.

- Maintain a tidy and presentable reception area.

2. Telephone and Communication:

- Answer, screen, and forward incoming phone calls.

- Take and relay messages accurately and promptly.

- Handle general inquiries and provide information about the organization.

3. Visitor Coordination:

- Manage visitor logs and issue visitor badges.

- Inform staff of visitor arrivals.

- Coordinate and schedule meetings with visitors and clients.

4. Mail and Deliveries:

- Receive, sort, and distribute daily mail and deliveries.

- Prepare outgoing mail and packages.

5. Administrative Support:

- Perform basic clerical duties, including photocopying, faxing, and filing.

- Assist with data entry and maintaining office records.

- Support office staff with administrative tasks as needed.

6. Calendar Management:

- Schedule and coordinate meetings, appointments, and conference room bookings.

- Maintain and update calendars for staff as required.

7. Office Supplies and Inventory:

- Monitor and order office supplies and stationery.

- Maintain inventory levels and ensure supplies are stocked.

8. Customer Service:

- Provide excellent customer service to visitors, clients, and staff.

- Address and resolve any issues or complaints in a professional manner.

9. Security and Safety:

- Monitor access to the building and maintain security protocols.

- Ensure compliance with health and safety regulations.

10. Special Projects:

- Assist with special projects and events as assigned by management.

Job Type: Full-time

Pay: R6 000,00 - R6 500,00 per month

Experience:

• Administrative office procedures, practices and equipment: 1 year (Preferred)

Work Location: In person