Receptionist

Job description

• Answer and direct all incoming calls professionally, take messages, and forward calls as required
• Welcome and receive clients and visitors in a friendly and professional manner
• Manage boardroom bookings (manual and electronic)
• Arrange courier services and authorise courier invoices
• Order office water and parking tickets
• Maintain staff telephone and birthday lists
• Coordinate birthday card and message distribution
• Print, manage, and report on attendance registers
• Report building maintenance issues
• Perform ad hoc administrative duties as required

• Respond timeously to all queries and complaints
• Receive and distribute deliveries
• Inform employees of external meetings
• Maintain building security by managing intercom access for visitors
• Provide accurate information about the organisation to callers
• Serving as the primary point of contact for all visitors, clients, and vendors
• Managing high-volume phone calls, emails, and walk-in inquiries
• Resolving escalated complaints with professionalism and conflict resolution skills
• Coordinating internal client appointments and service requests across departments
• Maintaining accurate visitor logs and stock records using (Kathea Stock Receiving Template)
• Providing real-time support for urgent service issues
• Communicating company policies clearly and enforcing them diplomatically
• Gathering customer feedback and reporting service improvement opportunities
• Ensuring a consistently professional front-desk presence under pressure
• Coordinating maintenance requests and tracking completion
• Liaising with facilities vendors (cleaning, HVAC, security, repairs)
• Monitoring cleanliness and functionality of common areas
• Reporting safety hazards and compliance issues
• Supporting emergency procedures (fire drills, evacuations, incident reporting)
• Maintaining supply inventory for office and common areas
• Logging and escalating building-related complaints

• Minimum: Matric
• Advantageous: Relevant tertiary qualification

• Minimum 1-2 years’ relevant experience in an administrative

• Computer literate (MS Office – Intermediate level)
• Strong understanding of administrative duties

• Flexible and willing to work after hours or weekends when required
• Excellent verbal and written communication skills
• High levels of integrity and confidentiality
• Proactive, self-motivated, and able to work under pressure
• Strong organisational and administrative skills
• Detail-oriented with strong follow-up ability
• Assertive with excellent interpersonal skills
• Team-oriented with a professional and confident manner