Receptionist

Main Duties and Responsibilities

• Welcome visitors, clients, suppliers and staff in a friendly and professional manner. Answer incoming calls and direct them to the correct person or department.
• Take messages clearly and ensure they are passed on promptly.
• Keep the reception area neat, clean and presentable at all times.
• Control the visitor sign-in process and ensure visitors are assisted correctly.
• Inform staff when their visitors arrive.

• Greet VIP guests professionally and make them feel welcome.
• Inform the relevant manager or host immediately when VIP guests arrive.
• Offer basic refreshments where required and arrange seating while guests wait.
• Ensure the reception and meeting areas are always suitable for VIP visits.

• Capture information accurately on company systems, registers, spreadsheets or other documents.
• Update records as required.
• Assist with filing, scanning, copying and general administrative support.
• Maintain proper records of deliveries, collections, expenses and stock issued.

• Monitor welfare stock and stationery levels for the specified branches.
• Prepare or submit purchase requests in line with company procedures.
• Order approved welfare stock and stationery from suppliers.
• Follow up on orders to ensure delivery is on time.
• Keep basic records of items ordered, received and distributed.
• Report low stock levels or supply problems to management.

• Handle approved small day-to-day office expenses responsibly.
• Keep accurate records of all money spent.
• Collect and file slips, invoices and proof of purchase.
• Reconcile small expense accounts when required.
• Report any errors or unusual expenses immediately.

• Receive incoming parcels, packages and documents.
• Record what was received and notify the correct person or department.
• Arrange or assist with the dispatch of parcels and documents.
• Keep dispatch and collection records up to date.
• Liaise with courier companies when needed.

• Manage boardroom bookings to avoid clashes.
• Keep the booking schedule updated.
• Prepare boardrooms before meetings where required.
• Ensure meeting rooms are tidy and ready for use.
• Report any issues with boardroom equipment, refreshments or cleanliness.

• Assist with basic office coordination duties as requested.
• Help ensure smooth communication between reception and departments.
• Support office activities that fall within the receptionist function.
• Perform other reasonable duties related to reception and administration

Minimum Requirements:

• Matric
• Minimum <1 year experience in similar role
• Read and Write in English
• Data capturing experience

Personal Attributes:

• Confident and proactive approach- anticipates issues and requirements
• Attention to detail
• Good communication skills