Receptionist

Nology; Pretoria; On-site; ZAR 120,000 - 180,000; Full time

Job summary

Nology in Pretoria seeks an organized receptionist/administrative assistant to provide reception support and clerical assistance. You will greet clients, answer phones, manage messages and keep records with precision, enabling smooth office operations.

The role also covers general admin duties, procurement coordination, and PA tasks for the HR & Facilities Manager, with a focus on accurate invoicing, budgeting data, and office supply management.

Qualifications

• Experience in providing front-desk and administrative support.
• Ability to manage files, records and documentation.
• Competent in handling phone calls, messages and visitor management.

Responsibilities

• Greet clients and visitors and maintain a professional office environment.
• Answer phones, take messages and redirect calls.
• Organise and maintain files and records; manage boardroom bookings.

Skills

Receptionist skills

Administrative support

Telephone handling

Record keeping

Microsoft Office

Tools

Microsoft Excel

Microsoft Word

VoIP system

Job description

Job purpose summary:

Providing administrative and clerical support to ensure that services are provided in an effective and efficient manner.

KEY DUTIES AND RESPONSIBILITIES:

Reception Duties and Responsibilities

• Greet clients and visitors and set a positive and professional office atmosphere.
• Answer the phone, take messages and redirect calls.
• Monitor and report line quality.
• Organise and maintain files and records.
• Create and maintain departmental documentation and spreadsheets.
• Manage boardroom bookings.
• Arrange mail collection and distribution.
• Receive and distribute supplies and parcel deliveries.
• Record staff movement.

Administrative Duties and Responsibilities

• Order lunch as per the lunch order sheets.
• Perform PA related duties and assistance to the HR & Facilities Manager and directors as required.
• Reconcile lunch orders daily and submit invoices for payment.
• Submit lunch reconciliations to HR for salary deductions on the date requested by the HR Department.
• Liaise with the lunch suppliers when you have any complaints or queries.
• Manage vending machine refills and maintenance.
• Stationary ordering and stock control.
• Operations report data capturing.
• Internal training coordination.
• Capture invoices and data on operations budget control sheet

Procurement

• Stationary stock orders.
• Stationary stock control.
• Capturing of stock control sheets weekly.
• Complete PRF’s for all purchases done and submit to finance after approval from HR & Facilities Manager

General Duties and Responsibilities

• Supervise cleaning staff during the absence of the HR & Facilities Manager.
• Report faulty appliance, broken furniture and structural damage and/or repairs.
• Ensure all tasks are done timeously and give feedback on all tasks within 24 hours.
• Follow general instructions from the HR & Facilities Manager.
• Maintain and implement reception SOP.
• Request quotations and review requisitions/ requests of groceries and stationery for head office before getting approval.
• Manage inventory and ordering of groceries, office supplies, stationery and furniture.
• Monitor the parking and report any problems experienced due to lack of parking to the HR & Facilities Manager.
• Continuously evaluate the fitness and suitability of office equipment and furniture, as well as proposing of new requirements.
• Ensure regular service of equipment such as air conditioners, printers etc.
• Ensure the efficient operation of the company reception and liaise with VoIP to ensure the telephone system is functional at all time.
• Monitor and report on the use of office supplies

During your employment you shall be obliged to faithfully and diligently carry out the lawful instructions of the Company and always use your best endeavours to promote the best interests of the Company.

Should the Company introduce new methods of working and/or new technology you will be required to co-operate with these changes adapting to new methods of working and/or technology and undergo training as the Company directs.

The company reserves the right to vary duties and responsibilities of the staff to suit the future needs of the business giving fair notice in writing.