About the role
We are looking for a highly organized and customer-focused Receptionist to be the first point of contact for all individuals entering the facility. In this position, you will play a crucial part in ensuring smooth daily operations by providing essential administrative support and facilities coordination.
You will greet visitors, manage incoming calls, and assist with a variety of administrative tasks, while also supporting the facilities team with coordination duties. By effectively managing these responsibilities, you will help create a welcoming environment for clients, employees, and visitors, contributing to a positive experience and the overall efficiency of the site.
What you will bring
Education and Experience:
Grade 12 (Secondary School Certificate)
Additional certifications in office administration or facilities management are an advantage
At least 2 years of relevant experience in a receptionist, administrative, or customer service role, ideally in a facilities management or corporate environment
Experience in a client-facing or front-desk role is highly desirable
Skills Required:
Strong administration skills with attention to detail
Professional telephone etiquette and communication skills
Excellent verbal communication skills, with the ability to interact at all management levels
Proficient in standard office software (Microsoft Office Suite, email, and scheduling software)
Knowledge Required:
Basic understanding of health and safety protocols, including emergency procedures
Knowledge of basic facilities management tasks, including handling maintenance requests and coordinating office logistics
Familiarity with security procedures, visitor registration, access control systems, and confidentiality
Competencies Required:
Strong communication skills
High drive and productivity levels
Customer and quality-focused mindset
Accuracy and attention to detail
Problem-solving and decision-making abilities
What you will be doing
You will be responsible for the following:
Reception and Front Desk Duties
Greet visitors, employees, and contractors in a professional and welcoming manner
Manage visitor sign-ins and direct them to the correct location, keeping accurate visitor logs
Answer and route phone calls to the appropriate departments, taking messages when necessary
Receive, sort, and distribute mail, packages, and deliveries to the relevant parties
Administrative Support
Schedule appointments, meetings, and events, ensuring no scheduling conflicts
Input and update data such as visitor logs, incident reports, and site-related information
Organize and file documents (both physical and electronic) for easy access and retrieval
Draft emails, letters, and other documents as required
Facilities Coordination
Serve as the main point of contact for facility-related issues or maintenance requests
Oversee meeting room bookings and ensure they are fully equipped with necessary materials and technology
Monitor and order office supplies, including stationery, printer cartridges, and cleaning materials
Ensure safety procedures are communicated to visitors and assist with emergency protocols when needed
Coordinate with third-party contractors, vendors, and suppliers for repairs or installations
Assist in organizing company events, meetings, or conferences held at the site
Ensure office equipment (e.g., copiers, printers) is functioning and well-maintained
Support facilities managers with generating regular reports on building performance and office utilization