Purpose of the Role:
- Projects and maintains a warm, friendly, and professional image of the company by providing courteous, efficient, and helpful service to visitors, clients, suppliers, and employees. Demonstrates a consistently friendly, approachable, and helpful attitude, ensuring all individuals feel welcomed, valued, and supported. Ensures that all interactions, whether in person, telephonically, or electronically, reflect the company's values, professionalism, and commitment to excellent customer service. Acts as the face of the company, creating a friendly, welcoming, and professional first impression for all visitors, customers, and employees, while fostering a positive and lasting impression of the organization at all times.
Main Responsibilities:
- Serve as the first point of contact for visitors, clients, and employees, ensuring a friendly, welcoming, and professional experience.
- Answer and direct incoming calls, taking accurate messages when required.
- Ensure company security procedures relating to visitors, access control, and reception protocols are followed.
- Maintain a neat, organised, and welcoming reception area.
- Handle incoming and outgoing mail, courier services, and deliveries.
- Manage meeting room bookings and prepare meeting areas for visitors and internal meetings.
- Coordinate refreshments and hospitality arrangements for visitors and meetings where required.
- Monitor and maintain office supplies and stationery levels, placing orders when necessary.
- Provide general administrative support, including filing, record keeping, and meeting arrangements.
- Assist with office stationery, hospitality requirements, and other office support functions.
- Respond to enquiries promptly, professionally, and courteously.
- Promote a positive company image through excellent customer service, professional communication, and a welcoming approach.
- Build positive relationships with visitors, customers, suppliers, and colleagues, ensuring everyone feels valued and respected.
- Adhere to all company policies, procedures, and standards.
- Follow instructions and carry out tasks assigned by the management team in a professional and timely manner.
- Perform any other reasonable duties associated with the role as required by the business.
- Project a friendly, approachable, and professional image of the organisation, ensuring that every interaction leaves visitors and staff with a positive impression of the company.
Knowledge & Skills:
- Excellent communication and interpersonal skills.
- Friendly, professional, and customer-focused attitude.
- Strong organizational and administrative abilities.
- Able to operate a variety of internal/external telephone and communication systems.
Qualification & Experience:
- Minimum Matric/Grade 12 relevant certificate or tertiary qualification.
- 2-3 years reception and administrative experience in a similar role.
- Proficiency in Microsoft Office and Excel.