Front Desk & Admin Coordinator

Arch Staffing SA; Cape Town; On-site; ZAR 120,000 - 180,000; Full time

Job summary

Arch Staffing SA is seeking a capable receptionist to greet visitors, manage calls, and coordinate front-desk tasks in a busy office environment in Cape Town. The role involves calendar management, data entry, and basic administrative duties to support staff and operations.

The ideal candidate will maintain a professional appearance of the reception area, handle visitor sign-ins, and ensure smooth communication between clients and team members.

Qualifications

• Front desk duties and reception experience advantageous.
• Strong organizational and communication skills.
• Proficiency with common office software is expected.

Responsibilities

• Greet visitors in person, determine their needs, and direct them to the appropriate staff member or waiting area
• Answer, screen, and route incoming calls on a multi-line phone system; take detailed messages when staff are unavailable
• Manage front-desk calendars and schedule appointments using tools like Microsoft Outlook, Google Calendar, or practice management software
• Receive and sort incoming mail, packages, and deliveries; log courier shipments and notify recipients
• Maintain the reception area appearance: ensure it is clean, stocked with materials, and presentable at all times
• Prepare visitor badges, maintain sign-in logs, and follow security access protocols for guests and contractors
• Perform data entry and update client or patient records in CRM or practice management systems
• Order and track office supply inventory, submit purchase orders, and reconcile supply invoices
• Coordinate conference room bookings and set up meeting spaces with required AV equipment and refreshments
• Handle basic administrative tasks including filing, photocopying, scanning, and preparing outgoing correspondence

Skills

Front desk

Customer service

Telephone handling

Calendar management

Data entry

CRM tools

Office administration

Mail & deliveries

Meeting coordination

AV setup

Job description

Arch Staffing SA is seeking a capable receptionist to greet visitors, manage calls, and coordinate front-desk tasks in a busy office environment in Cape Town. The role involves calendar management, data entry, and basic administrative duties to support staff and operations.

The ideal candidate will maintain a professional appearance of the reception area, handle visitor sign-ins, and ensure smooth communication between clients and team members.