Receptionist

Introduction

Responsible for providing reception and administrative support to the Company.

Duties & Responsibilities

Weighting of Key Performance Areas

•Financial Performance Pillar (15%)

•Business Processes Pillar (35%)

•Stakeholders Satisfaction Pillar (40%)

•Learning & Growth Pillar (10%)

Financial Performance Pillar

•Process quotes, supplier orders, and purchase orders

•Prepare and submit related documents for payment and/or processing to finance

•Manage petty cash

•Reconcile petty cash with direct line Managers for submission to finance

•Responsible for the replenishment of housekeeping stock

•Submit all petrol and maintenance slips and reconciliations to finance

•Obtain quotations as and when required by Management and/or authorized requests (project-specific)

Business Processes Pillar

Reception & General Office Operations

•Responsible for managing the reception area

•Responsible for switchboard duties (answering, screening, transferring calls, delivering messages)

•Attend to visitors in the reception area

•Ensure general cleanliness of reception and operational area

•Ensure that the kitchen area is kept neat and tidy at all times

•Responsible for the safekeeping of company, office, and vehicle keys

•Oversee the cleanliness of the offices by engaging with the cleaning staff of UJ

•Ensure the offices are locked and lights are switched off prior to leaving

Administrative Support

•Alert managers of specific ordering and delivery timelines and/or deadlines

•Engage with suppliers and clients regarding the orders and potential status changes

•Schedule deliveries with clients, resolve shortages and general queries

•Support staff with basic printing requirements, laminating, scanning of documentation

•Report any IT-related issues (ICT, telephones, network, printer) to relevant reporting line

•Report any maintenance issues to relevant line manager

•Assist with general administrative duties as may be assigned from time to time

Boardroom and Booking Management

•Schedule boardrooms as required

•Schedule G100 and other training facility bookings with UJ

•Set up for tea, coffee, water, glasses for meetings

•Assist with catering arrangements as needed

•Clean and replenish water, tea, and coffee before and after meetings

Vehicle Management

•Manage all company car bookings

•Responsible for company car keys daily

•Escalate vehicle maintenance issues to managers

Stakeholders Satisfaction Pillar

•Attend to visitors in the reception area

•Engage with suppliers and clients regarding orders and status changes

•Schedule deliveries with clients, resolve shortages and general queries

•Schedule boardrooms and training facilities for meetings and sessions

•Assist with catering arrangements as and when required

•Set up and refresh tea, coffee, and water for meetings

•Support staff with scanning, printing, and other administrative tasks

•Ensure clean, presentable reception and office spaces for a welcoming environment

Learning & Growth

•Attend RC, departmental and stakeholder meetings and workshops to keep abreast of latest developments at such events.

•Plan own learning and training schedule to ensure effective execution of own job and support the lifelong learning philosophy.

•Participate and contribute to problem solving discussions and ideation for innovation in the workplace in support of the continuous improvement & healthy workplace philosophy.

•Be the custodian of own and departmental knowledge and information that will ensure effective long term personal, team and organisational growth.

Desired Experience & Qualification

Qualifications

•Matric (Grade 12) – Mandatory.

•A Certificate/Diploma in Office Administration, Business Administration, or related field – Advantageous.

•Proficiency in MS Office (Word, Excel, Outlook, PowerPoint).

•Knowledge of telephone systems, office equipment, and front-desk operations.

•Experience

•Minimum of 1–2 years’ experience in a receptionist, front-desk, or administrative support role.

•Experience in a corporate, training, or customer-facing environment advantageous.

•Exposure to handling switchboard/telephone systems, meeting coordination, and visitor management.

•Familiarity with record-keeping, filing, and basic administrative tasks.

Skills

•Communication: Excellent verbal and written communication skills, with a clear and professional telephone manner.

•Customer Service: Strong interpersonal skills with the ability to welcome and assist visitors and staff in a professional manner.

•Organisation: Ability to manage a busy front desk, schedule meetings, and handle multiple tasks efficiently.

•Attention to Detail: Accuracy in handling messages, appointments, and documentation.

•Professionalism: Presentable, reliable, and able to maintain confidentiality.

•Time Management: Ability to prioritise tasks and meet deadlines.

•Tech Savvy: Comfortable using MS Office, email systems, and office equipment (printer, scanner, copier).

•Problem-Solving: Ability to handle unexpected situations and resolve issues quickly.

•Teamwork: Collaborative and supportive of colleagues and other departments.

•Adaptability: Flexible and able to adjust to changing office needs and priorities.