Receptionist And Office Administrator

First Distribution; Gauteng; On-site; ZAR 50,000 - 200,000; Full time

Job summary

A leading company is seeking a Receptionist to provide outstanding front-office support while managing day-to-day operations. This role entails greeting visitors, answering queries, and handling administrative tasks in an organized and professional manner. The ideal candidate will possess strong communication skills, a matric qualification, and 2-3 years of relevant experience.

Qualifications

• Matric qualification is essential.
• 2-3 years of experience in reception and office administration is preferred.
• Proficient in Microsoft Office.

Responsibilities

• Greet visitors and help them navigate the office.
• Manage the reception area and ensure it's presentable.
• Answer and screen calls promptly.

Skills

Verbal communication

Written communication

Attention to detail

Problem solving

Relationship management

Education

Matric qualification

Tools

Microsoft Office

Job description

Please note that the responsibilities listed below are not exhaustive and may be expanded or modified as necessary to meet the evolving needs of the organization.

Main Purpose of Position

The main purpose of the Receptionist includes greeting visitors and helping them navigate through the office. Attending to clients' queries, answering the telephone, and assisting with admin-related functions such as maintaining meeting room calendars and appointments.

Responsibilities

• Assist with the day-to-day operations and requirements of the branch.
• Serve as the face of the company, creating a positive and professional office atmosphere.
• Manage the reception area, keeping it tidy and presentable.
• Maintain office security by controlling access via the reception desk.
• Attend to walk-in customers and couriers.
• Answer and screen calls, take messages, and redirect calls promptly.
• Prepare the coffee station each morning and ensure readiness for the day.
• Manage meeting room bookings and assist with setup as needed.
• Receive and distribute deliveries and mail.
• Organize a roster for relief receptionists and assist with training new staff.
• Address day-to-day issues at reception.

Additional Responsibilities

• Report building issues to the Branch Manager or building supervisor.
• Ensure smooth reception operations and liaise with IT for telephone system maintenance.
• Coordinate with other offices for maintenance and office requirements.
• Order and maintain inventory of office supplies and stationery.
• Maintain marketing inventory lists.
• Maintain the branch's health and safety sign-in register.
• Manage cleaning rosters and checklists.
• Maintain training registers and shared leave calendars.

Requirements

• Matric qualification.
• Computer literacy with proficiency in Microsoft Office.
• 2-3 years of experience in reception and office administration.

Skills and Abilities

• Strong verbal and written communication skills.
• Proactive and takes initiative.
• Excellent relationship management and self-management skills.
• Ability to remain calm under pressure.
• Attention to detail and high accuracy.
• Honest, trustworthy, and well-organized.
• Motivated problem solver and team player.
• Ability to work well with diverse people.

Job Requirements

• Fluent in English.
• Own reliable transport and valid driver's license.

Office Environment

• Office-based, semi-formal dress code.
• Working hours from 08:00 to 17:00.
• Excellent communication skills in English, both written and verbal.

Additional Notes

This is a permanent position subject to a three-month probation period. Duties may be amended as reasonably required, and you may be asked to perform additional roles to support the company’s needs.