Receptionist - Fixed-Term Contract

Ecowize - Southern Africa; Wes-Kaap; On-site; ZAR 50 000 - 200 000; Part time

Job summary

An established company in South Africa is seeking a skilled Receptionist for a Fixed-Term Contract in Cape Town. This role involves managing the switchboard, providing a welcoming experience for visitors, and supporting administrative tasks. The ideal candidate will demonstrate excellent customer service skills, attention to detail, and punctuality. Responsibilities include greeting guests, answering calls, and maintaining the reception area. A professional appearance and positive attitude are essential.

Qualifications

• Proficient in managing the switchboard and providing information to visitors.
• Ability to handle multiple tasks and maintain professionalism.
• Experience in administrative support is preferred.

Responsibilities

• Manage switchboard and greet visitors professionally.
• Provide administrative assistance and stock control.
• Coordinate maintenance and service requests.

Skills

Customer service skills

Communication skills

Administrative skills

Time management

Job description

Ecowize is looking for a skilled and highly competent Receptionist to join the Cape Town team for a Fixed-Term Contract (6 Months), to support management at all levels of the organization and create a welcoming experience for all visitors, whether it is face to face, online or telephonic. To ensure adequate supply of the required stationary, packaging materials, housekeeping products and office groceries and ensure accurate controls are in place. Manage risk by highlighting important information to the responsible manager.

High-level Job Objectives

• Create a welcoming experience for all visitors and manage the switchboard effectively.
• Provide general administrative support in a timely and efficient manner.
• Staff management (housekeeping and groundskeeping)
• Stock control and general building maintenance

Key Responsibilities

• Ensure effective management of the switchboard by answering, screening, and forwarding incoming calls in a professional manner.
• Provide basic and accurate information in-person and via phone/email by transferring calls to the appropriate department or person within the expected timeframe. When transferring calls, ensure to first speak to the person receiving the call to explain who is calling and in connection with what.
• Delight customers on first contact and interaction. Warmly greet and welcome guests as soon as they arrive at the office, also ensure they are always offered refreshments.
• Gather all required information pertaining to queries before escalating it appropriately.
• Provide customer with relevant information and contact details of relevant internal stakeholders to ensure queries are resolved or escalated within the expected timeframe. Always have an up-to-date organogram and contact list of who to contact for what.
• Ensure switchboard systems are in a working condition and elevate when issues are not resolved. Issues escalated pro-actively to line manager.
• Ensure reception area is clean and neat. Ad-hoc checks by line manager. Packages to be collected must not be stored in the reception area.
• Ensure own appearance is neat and professional with a positive, friendly attitude. Feedback from internal and external stakeholders.
• To be consistent in arriving punctually at the office and communicate and plan if time off required.
• Coordinate tasks, assist team with solving problems, and elevate concerns raised by housekeeping and groundskeeper team, driving constructive conversations to ensure a feasible outcome.
• Provide general administrative or office assistance on a regular or ad‑hoc basis. Ensure that these tasks are completed accurately and within the required time.
• Coordinate shipments for courier services, communicate collection of deliveries, prepare and package supplies for shipment e.g., PPE, Equipment, Corporate Apparel, Staff, and Customer Gifts.
• Control stationery inventory. Responsible for tidiness and maintenance of the reception area and stationery storeroom/or cupboard and advising of all stationeries required to be ordered and keep a file log of all stationery expensed.
• Maintenance – Responsible for water dispenser and coffee machine servicing. Arrange the service as and when required upon approval. Assist the Office Coordinator with any maintenance issues, servicing of any equipment – aircon and fire hydrants in Cape Town offices, waste removal – coordinate with removal company.
• IT – Assist with printer toner orders and any printer service callouts.