JOB OVERVIEW

As the first point of contact for the organization, the Receptionist acts as the face and voice of the brand. This role is responsible for welcoming all visitors with professionalism and warmth, managing front desk operations, providing administrative support, and ensuring smooth coordination of communication and office procedures. The Receptionist plays a key role in upholding the company image and maintaining front desk security and risk control protocols.

KEY AREAS OF RESPONSIBILITY

Front Desk & Guest Management

• Greet and welcome guests as soon as they arrive at the office.
• Ensure every guest has a positive, professional, and friendly experience upon arrival.
• Direct visitors to the appropriate person or department.
• Maintain a neat, presentable, and branded reception area at all times.

Brand Representation

• Serve as a brand ambassador by representing the values and image of the company in all interactions.
• Maintain a pleasant demeanour and professional dress code suitable for a front-facing customer service role.
• Ensure all communication – verbal, written, or non-verbal – reflects positively on the brand.

Call Handling & Communication

• Answer, screen, and forward incoming phone calls promptly and professionally.
• Take accurate messages and ensure they reach the correct person timeously.
• Provide basic and accurate information to callers and walk-ins, both in person and via phone/email.

Administrative Support

• Perform general administrative tasks including typing documents and letters, proofreading, photocopying, filing, and scanning.
• Assist with document formatting, professional correspondence, and internal communication.
• Provide administrative support to various departments upon request, ensuring quick turnaround and attention to detail.

Mail & Deliveries

• Receive, sort, and distribute daily mail, packages, and courier deliveries.
• Maintain logs of incoming and outgoing mail.

Calendar & Meeting Coordination

• Schedule and update appointments, meetings, and events in office calendars.
• Make travel and accommodation arrangements, including preparation of travel vouchers when required.

Office & Stationery Management

• Monitor front office supplies and place orders as needed.
• Maintain inventory records for all office consumables.

Security & Access Control

• Control front desk access through visitor logbooks and issuing of visitor badges.
• Ensure front desk follows all health, safety, and security procedures.
• Report any irregular or suspicious activity to the appropriate manager.

Expense & Record Management

• Maintain updated records of front-office related expenses and submit to the finance team weekly.
• Assist with basic recordkeeping for office operations.

Multitasking & Stress Management

• Remain calm, organized, and efficient in a busy and fast-paced office environment.
• Prioritize tasks and manage time effectively to ensure all duties are completed accurately and on time.

SKILLS & PERSONAL ATTRIBUTES

• Grade 12 / Matric required.
• Proficiency in MS Office (Word, Excel, Outlook).
• A diploma or certificate in Office Administration or a related field is an advantage.
• Minimum of 2 years’ experience in a receptionist or front-desk role.
• Experience with phone systems, calendar management, and general office equipment.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• High attention to detail, especially in document handling and data capturing.