Front Desk Administrator

Vox Telecommunications; Gauteng; Sur place; ZAR 120 000 - 180 000; Plein temps

Résumé du poste

Vox Telecommunications in Gauteng seeks a professional Receptionist to be the first point of contact for visitors and staff. You will manage the front desk, handle calls and emails, and support meeting logistics to keep the office running smoothly.

The role requires 2–3 years in receptionist or admin roles, strong communication, and efficient document handling using MS Office. A customer-service mindset and professional appearance are essential for daily operations.

Qualifications

• Front desk and reception experience.
• Professional communication with clients and visitors.
• Proficient with MS Office suite.
• Ability to maintain confidentiality.

Responsabilités

• Front Office and Visitor Management: Welcome visitors, direct them to the right person, maintain a tidy reception area, issue badges, and log visits.
• Telephone and Communication Management: Answer calls, take messages, handle emails, provide information, and escalate when needed.
• Mail and Office Administration: Sort, distribute mail, prepare outgoing mail, file documents, and support daily operations.
• Meeting and Facilities Coordination: Schedule meetings, prepare rooms, and ensure facilities are ready.
• Office Support and Inventory Management: Monitor stock, order supplies, and report maintenance issues.
• Compliance and General Administration: Maintain logs, ensure security procedures, and support ad hoc projects.
• Ad Hoc Sales Administration Support: Assist Sales Admin during low reception activity, manage FTTH orders in CRM, and maintain records.

Connaissances

Communication

Customer service

Multitasking

Organisational skills

Teamwork

English proficiency

Professionalism

Formation

Grade 12

Office Administration certificate

Customer Service qualification

Outils

Microsoft Word

Excel

Outlook

PowerPoint

Description du poste

Purpose of the Job

To provide professional front office and administrative support by serving as the first point of contact for visitors, customers, and employees. The Receptionist is responsible for managing the reception area, handling incoming communications, coordinating visitor access, supporting meeting arrangements, and performing general administrative duties to ensure the efficient operation of the office.

Key Responsibilities

Front Office and Visitor Management

• Welcome visitors, clients, suppliers, and employees in a professional and courteous manner.
• Direct visitors to the appropriate employee or department.
• Maintain a clean, organised, and professional reception area at all times.
• Ensure visitors sign in and comply with company visitor management procedures.
• Issue and collect visitor access badges where applicable.
• Notify employees promptly of visitor arrivals.

Telephone and Communication Management

• Answer, screen, and transfer incoming telephone calls professionally.
• Take accurate messages and ensure timely delivery to the relevant employees.
• Respond to general enquiries received via telephone and email.
• Provide accurate information regarding company departments and services.
• Escalate customer or visitor enquiries to the appropriate department when required.

Mail and Office Administration

• Receive, sort, and distribute incoming mail, courier deliveries, and parcels.
• Prepare outgoing mail and arrange courier collections.
• Maintain physical and electronic filing systems.
• Photocopy, print, scan, and file documents as required.
• Assist with general administrative tasks to support office operations.

Meeting and Facilities Coordination

• Schedule meetings and maintain meeting room calendars.
• Book and prepare meeting rooms for internal and external meetings.
• Ensure meeting facilities are clean, organised, and equipped before meetings.
• Assist with meeting logistics when required.

Office Support and Inventory Management

• Monitor office stationery and consumable stock levels.
• Order office supplies in accordance with company procedures.
• Maintain adequate stock levels to support daily operations.
• Report office maintenance issues to the relevant service providers or departments.
• Assist with office coordination activities as required.

Compliance and General Administration

• Maintain accurate visitor logs and reception records.
• Ensure compliance with company security and reception procedures.
• Maintain confidentiality of company and visitor information.
• Support administration projects and additional duties assigned by management.

Ad Hoc Sales Administration Support

• During periods of low reception activity, provide administrative support to the Sales Administration team as directed by management.
• Assist with processing and tracking FTTH orders within Solid CRM using HYP account numbers.
• Update and maintain customer and sales records, ensuring data accuracy and completeness.
• Support the logging, monitoring, and allocation of customer queries, tickets, and escalations.
• Support marketing and sales initiatives by coordinating promotional material, activations, and general administrative activities.
• Perform other administrative duties reasonably assigned by management to support business operations.

Qualifications

• Grade 12
• Certificate, Diploma or Degree in Office Administration, Business Administration, or related field.
• Customer Service qualification, advantageous

Experience

• 2 to 3 years' experience in a receptionist, front desk, customer service, or administrative role.
• Experience operating a multi-line telephone system.
• Experience working with Microsoft Office applications.
• Experience in visitor management and office administration.
• Ability to communicate professionally with customers, visitors, and employees in English and multiple South African official languages.
• Corporate office experience, advantageous.

Skills and Competencies

• Excellent verbal and written communication skills.
• Professional telephone etiquette.
• Strong customer service orientation.
• Strong administrative and organisational skills.
• Excellent interpersonal skills.
• Ability to multitask and prioritise work effectively.
• Strong attention to detail.
• Planning, organising, and time management skills.
• Ability to maintain confidentiality.
• Problem-solving skills.
• Ability to work independently and within a team.
• Professional appearance and conduct.
• Computer literacy, especially Microsoft Word, Excel, Outlook, and PowerPoint.