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