Receptionist

Introduction

We are seeking a professional, friendly, and client-oriented Receptionist to serve as the first point of contact for visitors, clients, and employees. The Receptionist is responsible for creating a positive first impression by delivering exceptional customer service, managing front-office operations, and providing efficient administrative support. The role requires a high level of professionalism, discretion, integrity, and the ability to maintain strict confidentiality when handling sensitive company and employee information.

Duties & Responsibilities

Reception and Front Office Management

• Welcome, screen, and assist visitors, clients, contractors, and service providers in a professional and courteous manner.

• Operate the main switchboard by answering, screening, and directing incoming telephone calls promptly and efficiently.

• Receive, record, and distribute messages accurately and timeously.

• Manage incoming and outgoing correspondence, courier services, parcels, and deliveries.

• Ensure visitor registers are completed, and visitor access procedures are followed.

• Notify employees of arriving visitors and coordinate appointments.

• Maintain a clean, organised, and professional reception area always.

Visitor and Meeting Coordination

• Coordinate meeting room bookings and ensure meeting rooms are prepared before scheduled meetings.

• Welcome guests attending meetings and provide refreshments such as tea, coffee, and water when required.

• Assist with meeting logistics and ensure meeting areas remain presentable.

Office Supplies and Refreshments

• Monitor and maintain adequate stock levels of stationery, office consumables, and refreshments.

• Process purchase requests and liaise with suppliers to ensure the timely replenishment of office supplies.

• Monitor usage to promote cost efficiency and accountability.

Office Cleanliness and Facilities Coordination

• Ensure the reception area, boardrooms, meeting rooms, and communal office spaces remain clean, tidy, and presentable.

• Liaise with cleaning staff and facilities service providers to maintain a safe, clean, and welcoming working environment.

• Report maintenance issues and follow up to ensure timely resolution.

Administrative Support

• Provide administrative support to management and various departments as required.

• Assist with document preparation, filing, scanning, photocopying, data capturing, and record management.

• Maintain accurate filing systems and administrative records.

• Assist with travel arrangements, bookings, and other administrative tasks where required.

• Undertake additional administrative duties and special projects as assigned.

Stakeholder and Client Liaison

• Act as the first point of contact for internal and external stakeholders.

• Respond professionally to general enquiries and direct requests to the appropriate department.

• Communicate office notices and relevant information accurately and timeously.

• Build and maintain positive relationships through exceptional client service.

Confidentiality and Compliance

• Handle confidential company, employee, and client information with the highest level of discretion and professionalism.

• Ensure compliance with company policies, procedures, and applicable legislation relating to confidentiality and data protection.

• Maintain ethical standards and always safeguard sensitive business information.

Desired Experience & Qualification

• Diploma in Office Administration, Business Administration, or a related qualification.

• Minimum of 3–5 years' experience in a receptionist, front-office, customer service, or administrative support role, preferably within a corporate environment.

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).

• Excellent verbal and written communication skills.

• Strong administrative, scheduling, and record-keeping abilities.

Competencies

• Professional appearance and excellent telephone etiquette.

• Strong client service orientation with the ability to deliver a positive customer experience.

• Excellent interpersonal and communication skills.

• Strong organisational, planning, and time management skills.

• High level of attention to detail and accuracy.

• Ability to multitask, prioritise work, and remain composed under pressure.

• Strong problem-solving skills and sound judgement.

• Ability to exercise discretion and maintain strict confidentiality.

• Proactive, dependable, and self-motivated with a willingness to support different departments.

• Ability to work independently and collaboratively within a team.

• Commitment to professionalism, integrity, and ethical conduct.

Package & Remuneration

Negotiable dependent on skills, experience and qualifications