Front Desk Receptionist

First Technology Pty Ltd; Cape Town; On-site; ZAR 180,000 - 260,000; Full time

Job summary

First Technology Pty Ltd is seeking a proactive Receptionist to manage the front desk, greet visitors and support daily office administration in Cape Town. You will handle calls, messages and coordinate with internal teams and vendors to ensure smooth operations.

Candidates should have Grade 12, strong communication skills, and proficiency in Outlook, Word and Excel. This office-based role requires attention to detail and a collaborative, client-focused approach.

Qualifications

• Grade 12 / Matric or equivalent qualification.
• Previous receptionist/administrative support experience is advantageous.
• Strong written and verbal communication skills.

Responsibilities

• Greet visitors and answer, screen and direct calls.
• Handle messages promptly and maintain front desk appearance.
• Receive and distribute mail and deliveries; follow access procedures.
• Coordinate with internal teams and vendors to support POD processes.
• Maintain documentation and accurate records for PODs, orders, invoices, and deliveries.

Skills

Professional telephone etiquette

Organised

Attention to detail

Multitasking

Confidentiality

Team player

Education

Grade 12 / Matric or equivalent

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

The Receptionist is responsible for managing the front desk, welcoming visitors, handling incoming calls and supporting daily office administration. This person is also responsible for the smooth running of daily office operations and supporting internal teams and external visitors in a professional and efficient way.

Key Responsibilities

Reception and Front Desk Duties

• Greet visitors, clients, vendors and staff in a professional and friendly manner.
• Answer, screen and direct incoming telephone calls to the appropriate person or department.
• Take clear and accurate messages and ensure they are communicated promptly.
• Manage the reception area to ensure it remains neat, welcoming and presentable.
• Receive and distribute mail, courier parcels and deliveries.
• Follow company access control and safety procedures.

Vendor and POD Administration

• Request Proof of Delivery documents from vendors, suppliers and courier partners as required.
• Follow up on outstanding PODs by phone and email within agreed timelines.
• Verify that POD documents are complete, legible and correspond to the correct delivery, order, invoice or account reference.
• Update POD tracking schedules (ETA) and Internal system accurately and consistently.
• Escalate delayed, missing or disputed PODs to the relevant team member or manager.
• Match POD’s with invoices and forward to GRV team.

Minimum Requirements

• Grade 12 / Matric or equivalent qualification.
• Previous experience in a receptionist, administrative assistant, customer service or similar role will be advantageous.
• Computer literacy, including Microsoft Outlook, Word and Excel.
• Strong written and verbal communication skills.
• Ability to follow up professionally and persistently with vendors and suppliers.
• Good attention to detail, especially when checking PODs, order numbers, delivery notes and invoice references.

Required Competencies

• Professional telephone etiquette and customer-facing manner.
• Organised, reliable and able to manage multiple follow-ups at the same time.
• Accurate record keeping and strong administrative discipline.
• Proactive approach to resolving queries and obtaining missing information.
• Ability to maintain confidentiality and handle company information responsibly.
• Team player with a positive attitude and willingness to assist where needed.

Working Conditions

• Office-based role with regular interaction with visitors, employees, vendors and suppliers.
• May require extended periods seated at the front desk and frequent use of telephone, email and office systems.