Front Desk Administrator

Alpha Bpo; KwaZulu-Natal; On-site; ZAR 120,000 - 180,000; Full time

Job summary

Alpha Bpo is seeking a proactive receptionist to warmly welcome visitors, manage the telephony system, and handle a range of essential administrative duties in KwaZulu-Natal. You will oversee reception administration, assist with onboarding and HR tasks, monitor stock levels, and support office maintenance and health & safety.

Requirements include matric, an admin/secretarial qualification, and at least three years in reception or admin; strong English, MS Office, and willingness to work

Qualifications

• Matric required; admin/secretarial certificate or diploma preferred.
• Experience in Human Resources is advantageous.
• Minimum three years in reception and/or administration.

Responsibilities

• Manage the reception front desk and telephony system.
• Maintain a tidy reception area and update displays.
• Answer calls promptly and communicate messages via email.
• Coordinate meeting room bookings and boardroom upkeep.
• Welcome visitors and manage courier deliveries.
• Support onboarding and daily HR administration.
• Monitor stock levels and conduct weekly stock takes.
• Inform the line manager of maintenance issues.
• Coordinate health and safety with Building Manager.

Skills

Reception

Telephony

Administration

Meeting room booking

Visitor reception

Event coordination

Stock control

Office maintenance

HR administration

Onboarding

Microsoft Office

Canva

Education

Matric

Admin/secretarial cert/diploma

HR 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 tele communications, and undertaking a variety of essential administrative duties.

Duties & Responsibilities

Reception Administration

• Manage the reception front desk and tele 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 tele 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 tele 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.