Receptionist

University of Fort Hare; Irene; On-site; ZAR 120,000 - 180,000; Full time

Job summary

University of Fort Hare in Irene, Gauteng, is seeking a professional Receptionist to be the first point of contact. You will warmly welcome visitors, assist guests, manage calls, and direct inquiries to the appropriate departments.

The role covers front-desk coordination, handling mail, arranging couriers, ordering office supplies, and keeping the reception area tidy and well-organised. Strong communication, multitasking, and a proactive problem-solving mindset are essential.

Qualifications

• Grade 12 is required.
• Office Management certification is advantageous.

Responsibilities

• Answering, screening and transferring calls to relevant personnel.
• Taking messages and responding to customer queries via phone or email.
• Directing visitors and managing the front desk.
• Handling couriers and mail deliveries.
• Ordering and coordinating office supplies.
• Maintaining a tidy and presentable reception area.
• Providing administrative support to MANCO and other departments.

Skills

Professional attitude

Multitasking

Organizational skills

Verbal communication

Written communication

Problem solving

Telephone etiquette

Customer focus

Education

Grade 12

Office Management cert

Tools

Microsoft Office

Phone systems

Printer usage

Job description

• To serve as the first point of contact for the Company by professionally welcoming visitors, assisting guests, and creating a positive first impression.
• The Receptionist is responsible for coordinating all front-desk activities, including managing incoming correspondence and directing telephone calls efficiently.

JOB ROLE REQUIREMENTS

QUALIFICATIONS:

• Grade 12
• Additional certification in (for example) Office Management would be advantageous

EXPERIENCE:

• Proven work experience as a Receptionist, Front-Office Representative or in a similar role.
• Previous experience with Microsoft Office software preferred.

KNOWLEDGE REQUIRED:

• Hands-on experience with office equipment (e.g., printers).
• Familiarity and knowledge on phone systems and switchboard operations.

SKILLS REQUIRED:

• Professional attitude and professional appearance
• Excellent multi-tasking and Excellent organizational skills
• Ability to deal with pressure.
• Solid written and verbal communication skills
• Ability to be resourceful and proactively resolve issues as they arise.
• Telephone Skills
• Listening Skills
• Customer Focus

JOB ACTIVITIES:

KEY PERFORMANCE AREAS (KPA'S)

1. Answering and Screening Calls

• Answering, screening and transferring incoming calls to relevant personnel.
• Taking messages.
• Answering customer queries by providing basic and accurate information via phone/email.
• Transferring customers to the nearest Eskort Stores.
• Updating the telephone list on a monthly basis.
• Operates the telecommunication system of the Company.

2. Limited Cusotmer Complaint Handling

• In the absence of the Customer Engagement Lead, the Receptionist will be responsible for:
  • Taking the Customer’s details and complaint information
  • Completing a Customer’s Complaint form and sending it to the Engagement Lead if not too urgent, otherwise discussing it with Technical Manager for further correspondence.

3. Ordering of Office Supplies

• Office Supplies and Procurement Coordination.
• Ordering of other office consumables such as cleaning supplies, basic food items on an ad-hoc basis.
• Ordering of Business cards for staff including Store Cards for the Sales Team.
• Making sure the Stationary cupbourds are neat, tidy and organised in accordance with the Quantum Lean Principles.

4. Welcoming Guests/Visitors

• Serving guests by greeting, welcoming, directing them appropriately and offering refreshments.
• Accepting courier parcels (including mail deliveries) and ensuring that relevant parties receive parcels.
• Assist with Guest Wi‑Fi passwords as and when required.

5. General Administration and Office Support

• Responding to Irene inbox emails, and managing the inbox (e.g. deleting spam, forwarding important emails to relevant parties and organising)
• Diary Management for different Boardrooms.
• Calling of Electricians/Plumbers/Technicians or other Suppliers to come out when necessary
• Booking of Couriers for different Departments.
• Helping with deliveries to the office.
• To coordinate Clover Office Stock between the two different buildings, as well as different departments.
• Helping out with updating the car park schedules as changes arise.
• Updating the birthday list of the Irene Office staff and MANCO.
• Offering administrative support to MANCO.
• Performing other clerical receptionist duties such as filing, photocopying, and printing.
• Keeping a safe and clean reception area by complying with procedures, rules, and regulations.
• Ensuring that the reception area is tidy and presentable, with all necessary stationery and material
• Perform any other administrative or reception‑related duties as reasonably requested.