Receptionist

Duties & Responsibilities

Front-of-House & Customer Service

• Serve as the first point of contact for visitors, guests, employees, and contractors.
• Deliver a professional, friendly, and efficient reception service at all times.
• Manage visitor registration, access procedures, and guest hospitality requirements.
• Handle incoming calls through the switchboard/PABX system and direct enquiries appropriately.
• Investigate and resolve customer queries and complaints promptly, escalating where necessary.
• Build positive relationships with clients, visitors, service providers, and colleagues.

Workplace & Facilities Coordination

• Coordinate meeting room bookings and ensure rooms are prepared for use.
• Monitor workplace areas, including reception, meeting rooms, kitchens, restrooms, and common areas, ensuring cleanliness and readiness.
• Maintain stationery and office consumables inventory levels.
• Liaise with cleaning, hygiene, security, indoor plant, and other service providers to ensure service standards are met.
• Escalate workplace maintenance or service issues through the appropriate channels.

Operational Administration

• Maintain accurate visitor, contractor, and service records.
• Compile daily, weekly, and monthly operational reports as required.
• Record and report incidents, customer feedback, compliments, complaints, and operational concerns.
• Ensure compliance with workplace procedures, health and safety requirements, and client-specific protocols.
• Support workplace projects, events, and initiatives as required.

Quality & Compliance

• Conduct routine workplace inspections and identify areas requiring attention.
• Monitor service delivery standards and report non-conformances.
• Follow escalation procedures relating to health, safety, security, and operational issues.
• Promote a culture of continuous improvement and service excellence.

Continuous Improvement

• Identify opportunities to improve workplace experience and operational efficiencies.
• Participate in training and development initiatives.
• Stay informed of workplace, customer service, and operational best practices.
• Contribute ideas that enhance client satisfaction and service delivery.

Skills and Competencies

• Microsoft Office Suite (Outlook, Word, Excel, Teams)
• Switchboard/PABX operation
• Visitor management systems
• Report preparation and administration
• Facilities coordination
• Stock and inventory management
• Health and safety awareness

Qualifications

Qualifications

• Grade 12 (Matric) essential.
• Relevant qualification in Hospitality, Customer Service, Business Administration, or Office Management advantageous.

Experience

• 2–3 years' experience in a reception, front-of-house, customer service, concierge, or workplace services environment.
• Experience working in a corporate, hospitality, or client-service environment.
• Experience interacting with clients, visitors, and suppliers.