Front Desk Administrator

Alpha; Durban; On-site; ZAR 156,000 - 234,000; Full time

Job summary

Alpha is seeking a receptionist to warmly welcome visitors and handle a range of admin tasks. You will manage the reception desk, telephone system, and message flow, and support HR/training administration, stock control, and office maintenance.

The role requires clear English communication, a professional telephone manner, and at least three years in reception or admin. You'll work on-site in Durban, with weekend or outside-hours availability as needed.

Qualifications

• Matric required.
• Administration or secretarial certificate or diploma required.
• Qualifications and experience in Human Resources required.
• Three years minimum reception/administration experience desired.
• Excellent English communication skills required.
• Professional telephone manner with energetic approach.
• Proficiency in Microsoft Office applications preferred.
• Canva familiarity advantageous.

Responsibilities

• Manage front desk and telephone system efficiently.
• Maintain tidy reception area and update display screen with birthdays/anniversaries.
• Answer calls promptly and relay messages via email.
• Coordinate meeting room bookings.
• Welcome and direct visitors and candidates; manage couriers/deliveries.
• Organise staff functions and events.
• Notify security of visitors; liaise with IT to maintain phone system.
• Assist with onboarding and HR/training administration tasks.
• Monitor stock levels and stock takes; replenish amenities.
• Report maintenance issues to supervisor and Building Manager.

Skills

English communication

Telephone etiquette

Office administration

Education

Matric

Administration certificate/diploma

HR qualifications/experience

Tools

Microsoft Office

Canva

Job description

Introduction

The role of the receptionist is pivotal in ensuring the seamless operation of the organisation by warmly welcoming visitors, managing telephone communications, and undertaking a variety of essential administrative duties.

Duties & Responsibilities

Reception Administration

• Manage the reception front desk and telephone system efficiently.
• Maintain a tidy and organised reception area; ensure the display screen is operational and updated with birthdays and anniversaries.
• Answer calls promptly and ensure messages are communicated via email immediately.
• Coordinate meeting room bookings effectively.
• Maintain the boardroom throughout the day, ensuring it is replenished as necessary.
• Welcome and direct visitors and candidates, and assist with courier and delivery management.
• Organise staff functions and company events.
• Undertake miscellaneous duties and responsibilities as assigned.
• Notify security of visiting clients and suppliers.
• Ensure smooth operation of the reception area and liaise with IT to maintain the telephone system's functionality.

HR & Training Administration / Ad Hoc Administration

• Support onboarding processes and new starter administration.
• Assist with daily HR and training administration tasks.
• Undertake additional administrative duties and projects as required.

Stock Control

• Monitor and track stock levels diligently.
• Conduct weekly stock takes.
• Report low stock levels to the direct line manager promptly.
• Ensure bathroom amenities are replenished at the start and end of the day, and throughout the day as necessary.

Office Maintenance

• Inform the direct line manager immediately of any office maintenance issues reported or identified.
• Contact the air conditioning team if the system is malfunctioning.
• Notify security regarding any faulty electrical plugs.

Health & Safety

• Alert the Building Manager or Security in the event of a suspected false fire alarm.
• Contact one of the First Aiders should a first aid situation arise.

Qualifications

• Matric.
• Administration or secretarial certificate or diploma.
• Qualifications and experience in Human Resources.

Desired Experience

• A minimum of three years' experience in reception and/or administration roles.
• Excellent spoken and written English communication skills.
• Professional and confident telephone manner, with a positive and energetic approach.
• Proficient in Microsoft Office applications.
• Familiarity with Canva is advantageous.

Willingness to work weekends or outside regular hours when required.

A valid driving licence and access to own vehicle are essential.