Receptionist & Office Manager

Introduction

To be the first point of contact for clients, vendors, and visitors while managing the day-to-day operations of the office. The role ensures a professional front-of-house experience and a smoothly run, well-resourced office environment that supports the technical and sales teams of a fast-paced cloud services business.

Duties & Responsibilities

Reception & Front of House

• Welcome visitors, clients, and vendors professionally; manage visitor sign-in, access cards, and security/escort procedures in line with company security policy.

• Answer, screen, and route incoming calls and general email/info inboxes; take accurate messages and ensure timely follow-up.

• Manage meeting room bookings, video-conferencing setup, and refreshments for client meetings and demos.

• Handle incoming and outgoing mail, couriers, and deliveries, including secure handling of hardware shipments (servers, laptops, networking equipment).

Office Management

• Oversee daily office operations: supplies, stationery, kitchen stock, printing, and general upkeep.

• Manage relationships with landlords, cleaners, security, and maintenance contractors; log and follow up on facilities issues.

• Administer office budgets: obtain quotes, raise purchase orders, reconcile invoices, and track expenditure against budget.

• Maintain the asset register for office equipment and support IT with tracking of laptops, access cards, and peripherals issued to staff.

• Ensure health & safety compliance: fire drills, first aid arrangements, evacuation plans, incident logging.

• Support physical security and access control administration, including visitor logs and access card issuance/revocation — important for the company's information security and compliance obligations (e.g. ISO 27001, SOC 2, POPIA/GDPR).

Administrative & Team Support

• Coordinate travel bookings, accommodation, and itineraries for staff and executives.

• Support onboarding of new employees: desk setup, access cards, welcome packs, and coordination with IT for equipment.

• Assist HR and Finance with administrative tasks: filing, records management, leave register upkeep, supplier documentation.

• Organize company events, team functions, client hospitality, and internal meetings.

• Prepare and format documents, presentations, and reports as required.

• Maintain organized digital filing (e.g. SharePoint/Google Drive) and assist with keeping vendor contracts and SLAs on record.

Desired Experience, Qualification & Skills

Qualifications & Experience

• Matric / high school diploma essential; certificate or diploma in office administration, business administration, or similar advantageous.

• 1–2 years' experience in a receptionist, office administrator, or office manager role; experience in an IT, tech, or professional services environment preferred.

• Proficient in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) or Google Workspace; comfortable learning new cloud-based tools (ticketing systems, e-signature, expense platforms).

• Experience managing vendors, budgets, and facilities is a strong advantage.

• First aid and/or fire warden certification advantageous (or willingness to be trained).

Skills & Competencies

• Professional, warm, and confident communicator — comfortable dealing with technical staff, executives, and enterprise clients alike.

• Proficiency in speaking English and Afrikaans.

• Highly organized with strong attention to detail and the ability to juggle competing priorities.

• Discretion and confidentiality — the role handles sensitive information and supports a security-conscious business.

• Proactive, self-managing, and solutions-oriented; able to work with minimal supervision.

• Tech-savvy and adaptable — comfortable in a cloud-first, paperless working environment.

• Calm under pressure with a customer-service mindset.

Key Performance Indicators

• Visitor and caller experience (professionalism, responsiveness, zero missed escalations).

• Office running smoothly: supplies stocked, facilities issues resolved within agreed timeframes.

• Accuracy and timeliness of purchase orders, invoice processing, and budget tracking.

• Compliance: visitor logs, access card register, and H&S records kept audit-ready.

• Successful coordination of onboarding logistics and company events.

Working Conditions

• Office-based, standard business hours (08:00–17:00), with occasional flexibility for events or executive support.

• Front-desk presence required during core hours.