Office Assistant jobs in South Africa

Responsible for managing a team of receptionists for the efficient running of all reception areas on site by training receptionists, ensuring that reception areas are welcoming and professionally kept by team members. Also responsible for providing reports to management on reception operations.

• Operational Supervision: Supervise and coordinate the work of Receptionists to ensure smooth front-desk operations. Allocate duties, manage shift schedules, and ensure adequate coverage at all times. Conduct daily checks to ensure reception areas are secure, presentable, and operational.
• Access Control & Security Compliance: Oversee visitor registration, access card issuance, and entry/exit log accuracy. Ensure Receptionists follow access control policies, including Anti-Passback and security screening protocols. Liaise with the Security Consultant and Control Room on any irregularities or incidents.
• Training & Development: Provide induction and ongoing training for Receptionists on company\'s security procedures, systems, and customer service standards. Conduct refresher training on access control technology, incident reporting, and emergency procedures.
• Incident & Escalation Management: Respond to escalated visitor or contractor access issues. Ensure all security breaches, unauthorised access attempts, or safety hazards are reported and documented.
• Administrative & Reporting Duties: Maintain and submit daily, weekly, and monthly reception access control reports. Monitor compliance with PSIRA and internal security policies. Keep updated records of staff rosters, training, and performance evaluations.
• Customer Service Leadership: Ensure Receptionists consistently provide professional and courteous service. Resolve complaints and address customer service issues promptly.

• Functional Knowledge: Exposure to telecom infrastructure or utility environments; Familiar with access control duties or visitor management systems/ platforms; Awareness of anti-passback and access protocols; Proficient in MS Office, email systems, and scheduling and access control software; Leadership and team management; Communication and conflict resolution abilities; Attention to detail and security awareness.
• Functional Skills: Customer centric; Communication; Stakeholder Management; Multitasking; Organising; Problem solving; Written and Verbal Communication
• Competencies: Decisive; Initiative; Assertive; Integrity; Proactive; Customer Focus; Team Player; Performance driven; Values aligned with company Values

NQF 5: 1-2 year Certificate/ Diploma

• Qualifications And Experience: National Certificate/ Diploma in Office Administration or related fields (NQF level 5); 3 years in a receptionist/ security access role with at least 1 year in a supervisory or team leader position.
• Special Requirements: Strong leadership and team management; Excellent communication and conflict resolution abilities; High attention to detail and security awareness; Strong customer centric skills; Ability to communicate effectively with different people and stakeholders; Ability to multitask, as well as the ability to organize and solve problems; Good writing and verbal communication skills.