Were looking for a dynamic and vibrant Receptionist to join our team and be the first point of contact for our guests and clients. In this role, you will be essential in upholding our professional image by warmly greeting visitors, managing incoming calls, and ensuring smooth coordination of meetings and conferences. This front-facing position demands excellent organizational skills, a friendly attitude, and strong communication abilities.
Responsibilities
- Switchboard
- Answer all incoming calls and handle callers enquiries where possible
- Answer calls with the correct greeting
- Check vision to see availability and re-direct calls to the relevant department
- Take messages when staff is unavailable to ensure the best customer service
- Guest Liaison
- Provide a warm and professional welcome to all visitors and clients, ensuring a positive first impression
- Manage guest parking and the bookings of boardroom, offices or meeting rooms for visiting staff or clients
- Greet, assist and/or direct clients and visitors
- Arrange necessary refreshments for guests (coffee from barista station or water)
- Offer the necessary WI-FI access to visiting staff, visitors and clients
- Work with IT Helpdesk to assist guests with the presentation equipment in the boardrooms (as required)
- Make sure the boardrooms / meeting rooms is presentable after each meeting
- Facilities Management
- Assist with liaise with building management and security to ensure building maintenance is carried out promptly, including emergencies
- Oversee contractors when onsite for office maintenance within the office
- Assist with the parking facilitation for staff and guests
- Arrange access tags for staff and visiting staff members with building management
- Occupational Health and Safety
- Assist by being a Health and Safety representative (or similar) for the company
- Assist with fire drills and emergencies
- Help conduct monthly checks of health and safety equipment
- E-file and update admin related documents regarding the Occupational Health and Safety of the office as well as that of the Health and Safety committee members
- Business continuity management (BCM) for Admin and Facilities
- Assist the office manager with the administration and capturing of information for the business continuity planning (BCP)
- Details to be reassessed on a weekly basis and updated accordingly
- Internal company events
- Help to distribute social treats to employees for staff social activities
- Assist with internal staff events, socials and the logistics thereof (eg. Catering and venue set up)
- General reception duties
- Maintain the reception area and meeting rooms, keeping them tidy and presentable at all times
- Organize and maintain an adequate filing system for reception
- Manage mail, deliveries, and couriers, ensuring efficient distribution and dispatch
- Offer ad-hoc support to teams across the business
- Keep printing areas neat and well equipped
- Assist with staff travel (book on the online portal work with the travel agent) and obtain the necessary approvals
- Order stationery on a monthly basis
- Keep record of stock and order additional stock when stock levels are low (includng books, pens, batteries, etc.)
- Work with office assistants regarding the office consumables stock control and ensure adequate levels is communicated to the office manager on a weekly basis
- Obtain vendor quotes and manage office related administration (incl. Purchase Requisitions and POs)
- Be flexible to assist as additional duties arise
- Grade 12
- Certificate in office administration or similar
- 2 - 3 years' experience as a receptionist or in a similar role
- Excellent verbal and written communication skills
- Proficient in Microsoft Office Suite (Word, Excel, Outlook)
- Strong organisational skills with the ability to multitask and prioritise
