Receptionist with Facilities Management Admin Support

Focus Kamoso (Pty) Ltd; Sandton; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A facilities management company in Sandton is seeking a dynamic Receptionist to provide administrative support. This pivotal role involves maintaining a professional reception area, answering calls, and ensuring smooth operations within the property management division. The ideal candidate will have 2–4 years’ experience in an administrative environment, strong communication skills, and proficiency in MS Office. Join us in creating a welcoming atmosphere for visitors and supporting our facilities management team.

Qualifications

• 2–4 years’ experience in an administrative environment.
• Strong computer literacy and willingness to learn new systems.

Responsibilities

• Maintain a professional and organized reception area.
• Administer facilities management services in line with policies.
• Maintain filing systems for service contracts and approvals.
• Ensure compliance with OHS Act and maintain safety files.

Skills

Excellent communication skills

Strong organizational abilities

Attention to detail

Ability to work under pressure

Proficiency in MS Office

Education

Grade 12 (Matric)

Job description

We are looking for a professional and dynamic Receptionist who will also provide administrative support to our facilities Management team. This role is pivotal in creating a welcoming environment for visitors and ensuring smooth operational support for our property management division.

Key Responsibilities

Front Desk & Customer Service

• Maintain a professional and organized reception area.
• Answer and direct incoming calls promptly and accurately.
• Act as the first point of contact for tenants and visitors.
• Welcome guests, manage visitor access, and offer refreshments.
• Handle general queries and liaise with internal and external clients.
• Ensure cleanliness checks of common areas and maintain a key register.
• Update internal telephone directory monthly.

Building Administration

• Administer facilities management services in line with policies.
• Process communications, log calls, and manage invoice spreadsheets.
• Coordinate cleaning and security staff per SLA requirements.
• Attend property management meetings and take minutes.
• Manage documentation for new developments and compliance certificates.

Facilities Management Support

• Maintain filing systems for service contracts, building plans, and approvals.
• Assist with budget approvals and monitor service provider performance.
• Load service contracts on PIMS and ensure schedules are up to date.

Risk Management & Asset Maintenance

• Ensure compliance with OHS Act and maintain safety files.
• Assist with insurance claims and incident reporting.
• Manage contractor documentation and permits.
• Dispatch service providers for maintenance and follow up on completion.

Skills & Competencies

• Excellent communication and interpersonal skills.
• Strong organizational and planning abilities.
• Attention to detail and accuracy.
• Ability to work under pressure and meet deadlines.
• Professional attitude with initiative and reliability.
• Proficiency in MS Office (Excel advantageous).

Qualifications & Experience

• Grade 12 (Matric).
• 2–4 years’ experience in an administrative environment.
• Strong computer literacy and willingness to learn new systems.