Front Desk Receptionist

Solar MD; Cape Town; On-site; ZAR 120,000 - 180,000; Full time

Job summary

Solar MD is seeking a professional receptionist/executive assistant to be the face of the company. You will manage the front office, greet visitors, and provide high-level admin support to executives.

The role involves coordinating travel, meetings, events, and document management while maintaining brand standards and a smooth office flow. Ideal candidates will have strong communication, advanced Google Suite skills, discretion, and the ability to multitask in a fast-paced environment.

Qualifications

• Proven experience as a receptionist, executive assistant, or senior administrator.
• Experience supporting executives or leadership teams.
• Advanced Google Suite proficiency.
• Excellent organizational, multi-tasking, and planning skills.

Responsibilities

• Front House Management: act as brand ambassador, maintain welcoming reception and lobby.
• Telephone & Call Handling: answer calls promptly and route messages.
• Executive Support: coordinate travel, itineraries, and meetings; assist with events.
• Correspondence & Document Management: draft, file, and manage confidential documents.
• Office & Resource Management: manage supplies, processing expenses and orders.
• HR & Health & Safety Support: maintain records and assist with evacuation/admin tasks.

Skills

Communication

Advanced Google Suite

Warm, clear tone

Strong written & verbal comms

Switchboard proficiency

Organizational skills

Receptionist experience

Executive support

Tools

Visitor management software

Calendar management tools

Job description

How the role contributes to the purpose of the business:

The Reception serves as the primary ambassador and face of the organization. This role ensures an exceptional, polished front office experience while providing high level administrative support to executives. This position enhances organizational effectiveness, maintains high standards of brand presentation, supports leadership productivity, and ensures smooth coordination across departments.

Top three outcomes of the role:

• A highly professional, beautifully presented, and welcoming reception area paired with warm, articulate telephone and visitor management.
• High-level executive support through accurate, timely, and confidential administration.
• Smoothly run daily office operations, clear communication, and efficient executive schedule management

Key Responsibilities

Front House Management

• Serve as the primary ambassador for the brand, maintaining high standards of personal presentation
• Maintain a pristine, organized, professional, and welcoming reception and lobby area
• Greet visitors promptly with warmth, poise, and professionalism.
• Positive visitor feedback on professionalism and friendliness
• Lobby and reception area remain consistently tidy, modern, and presentable
• Arrange refreshments for visitors and meetings.

Telephone & Call Handling

• Answer incoming calls promptly with a warm, clear, and articulate tone of voice
• Screen, direct, and transfer calls using proper telephone etiquette and discretion
• Calls and messages are answered, screened, and routed promptly
• Positive feedback on vocal etiquette, phone demeanor, and responsiveness.

Executive Support

• Coordinate travel arrangements, itineraries, and meeting logistics
• Support company events and functions
• Travel and meeting logistics run seamlessly without scheduling conflicts

Correspondence & Document Management

• Draft, format, file, and manage confidential documents
• Organise digital and physical filing systems
• Documents are accurate, organised, and easily retrievable
• Confidential information is handled with discretion

Office & Resource Management

• Maintain office supply inventories and place orders proactively
• Process expense claims, purchase orders, and credit card transactions
• Collect office supplies, stationery, refreshments, and other business-related items from suppliers as required.
• Carry out ad hoc errands and purchases for the business when requested.
• Stock levels are consistently sufficient
• Financial documentation is accurate and processed within deadlines
• Purchases and collections completed accurately and within the required timeframes.
• Items are checked and delivered to the correct department.
• Company vehicle is used responsibly and maintained in a clean and roadworthy condition.

HR & Health & Safety Support

• Maintain time, attendance, and overtime records
• Ensure contractor induction documentation is completed before work commences.
• Maintain visitor sign-in records.
• Assist with emergency preparedness and evacuation administration.
• Maintain first aid and emergency contact records where applicable.
• HR records are accurate, complete, and submitted on time
• H&S communication is proactive and compliant

kills, knowledge, experience, and talents required for the

Skills

• Communication
• Advanced Google Suite proficiency
• Warm, clear, and articulate tone of voice
• Strong written and verbal communication skills.
• Familiarity with switchboard/phone systems, visitor management software, and calendar management tools
• Excellent organizational, multi-tasking, and planning skills
• Experience
• Previous experience as a receptionist, executive assistant, or senior administrator
• Experience supporting executives or leadership teams

Desired competencies

• Consistently well-presented with high standards of professional grooming and corporate attire
• Clear, pleasant, and confident verbal demeanor both in person and over the phone.
• High empathy, warmth, and composure under pressure
• Exceptional precision in document creation, scheduling, and message-taking.
• Absolute discretion when handling sensitive executive and business data