Receptionist

SMD Technologies; Gauteng; On-site; ZAR 120,000 - 180,000; Full time

Job summary

SMD Technologies in Edenvale is seeking a professional Receptionist to be the first point of contact for clients, visitors and suppliers. You will manage the switchboard, coordinate deliveries and support meeting room arrangements to ensure a smooth daily operation.

The role requires strong organisational skills, clear communication and reliable computer literacy, including Outlook, Word and Excel. Prior reception or administration experience is advantageous.

Qualifications

• Grade 12 / Matric.
• Previous receptionist/front-office/administrative experience.
• Experience operating a switchboard or managing a multi-line telephone system would be advantageous.
• Experience coordinating cleaning staff, office services or facilities-related activities would be beneficial.
• Computer literacy, including Microsoft Outlook, Word and Excel.
• Good written and verbal communication skills in English.

Responsibilities

• Welcome clients, visitors, suppliers and other guests in a professional and friendly manner.
• Manage the switchboard and direct calls to the relevant departments.
• Coordinate deliveries and liaise with couriers and internal teams.
• Assist with meeting room preparation and refreshments.
• Coordinate cleaning staff and office housekeeping as needed.
• Maintain confidential and accurate administrative records and communications.

Skills

Switchboard operation

Phone system management

Communication skills

Administrative coordination

Education

Grade 12 / Matric

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Department: Administration
Reports to: HR Manager
Location: SMD Technologies, Edenvale

Job Purpose

The Receptionist is responsible for maintaining a professional and welcoming reception area, serving as the first point of contact for visitors, clients, suppliers and employees. The role involves managing the switchboard, directing incoming calls, coordinating deliveries, assisting with client meeting arrangements, overseeing cleaning staff and providing general administrative support to ensure the smooth daily operation of the office.

The successful candidate must be professional, organised, service-oriented and able to communicate effectively with individuals at all levels of the organisation.

Key Performance Areas and Responsibilities

Reception and Client Service

• Welcome and attend to clients, visitors, suppliers and other guests in a professional and friendly manner.
• Ensure all visitors are directed to the appropriate departments or employees.
• Notify relevant employees of visitor arrivals and coordinate visitor access in accordance with company procedures.
• Maintain a neat, organised and presentable reception area at all times.
• Handle general enquiries and provide accurate information where appropriate.
• Ensure visitors receive a positive and professional first impression of the company.

Switchboard and Telephone Management

• Operate the company switchboard and answer incoming calls promptly and professionally.
• Screen, transfer and direct calls to the relevant employees or departments.
• Take accurate messages and ensure they are communicated to the appropriate individuals in a timely manner.
• Assist callers with general enquiries and provide relevant contact information where appropriate.
• Maintain and regularly update the company's internal extension list, employee contact directory and other relevant telephone records.
• Ensure changes to employee extensions, departments and contact details are accurately reflected and communicated to relevant teams.
• Handle telephone enquiries efficiently and maintain professional communication at all times.

Deliveries and Incoming Items

• Receive and assist with incoming deliveries, parcels, documents and other items.
• Notify the relevant departments or employees when deliveries arrive.
• Coordinate the collection and distribution of deliveries to the appropriate recipients.
• Liaise with couriers, drivers, suppliers and internal teams to facilitate efficient delivery handling.
• Ensure delivery-related enquiries are directed to the correct employees or departments.
• Assist with maintaining an orderly process for deliveries and collections at reception.

Client Meeting and Boardroom Coordination

• Assist with preparing boardrooms and meeting areas before scheduled client meetings.
• Ensure meeting spaces are clean, presentable and appropriately arranged.
• Coordinate the provision of refreshments, water, stationery and other meeting requirements.
• Liaise with relevant employees to confirm meeting arrangements and special requirements.
• Assist with welcoming clients and directing them to the appropriate meeting rooms.
• Ensure meeting areas are tidied and reset after meetings.
• Communicate any meeting room maintenance, equipment or housekeeping requirements to the relevant teams.

Cleaning Staff Coordination and Office Housekeeping

• Coordinate and oversee the daily activities of the cleaning staff to ensure that cleaning duties are completed effectively.
• Communicate cleaning schedules, priorities and specific housekeeping requirements.
• Monitor the cleanliness and presentation of reception, boardrooms, shared office areas and other designated spaces.
• Conduct regular checks to identify areas requiring attention.
• Communicate cleaning-related issues, shortages of cleaning materials or maintenance concerns to the relevant person.
• Follow up on outstanding cleaning requirements and ensure that identified issues are addressed.
• Promote and maintain appropriate standards of hygiene, cleanliness and workplace presentation.
• Report recurring performance or conduct concerns relating to cleaning staff to the relevant manager.

Internal Communication and Coordination

• Serve as a central point of contact between reception and the various departments within the business.
• Communicate relevant messages, visitor arrivals, delivery notifications and general office updates to the appropriate teams.
• Liaise with employees regarding meeting arrangements, boardroom bookings and visitor requirements.
• Assist with coordinating requests between departments where necessary.
• Ensure that information is communicated accurately, professionally and timeously.
• Escalate urgent enquiries, operational concerns or unresolved matters to the relevant manager.

General Administration and Reception Duties

• Maintain an organised reception area and ensure that administrative records are kept up to date.
• Assist with general administrative tasks as required by management.
• Manage incoming and outgoing correspondence where applicable.
• Assist with stationery and general office supply monitoring and communicate replenishment requirements.
• Assist with coordinating office visitors, service providers and other administrative arrangements.
• Support internal meetings, company events and other office activities when required.
• Maintain confidentiality when handling company, employee, client or visitor information.
• Comply with company policies, procedures, security requirements and health and safety standards.
• Perform any other reasonable duties related to the role as requested by management.
• Grade 12 / Matric.
• Previous experience in a receptionist, front-office or administrative role.
• Experience operating a switchboard or managing a multi-line telephone system would be advantageous.
• Experience coordinating cleaning staff, office services or facilities-related activities would be beneficial.
• Computer literacy, including Microsoft Outlook, Word and Excel.
• Good written and verbal communication skills in English.