Receptionist

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Designation:	PP1618 – Receptionist
Category:	Corp Operations
Posted by:	Alexander Forbes
Posted on:	07 Jul 2026
Closing date:	15 Jul 2026
Location:	Cape Town

Receptionist and Facilities Administrator

Education
Matric (Grade 12) – Essential
Certificate or Diploma in Office Administration – Advantageous

Experience Required
3–4 years’ proven experience as a Receptionist, Front Desk Administrator, or in a similar administrative role.
Experience processing and preparing invoices, quotations, and monthly statements for payment.
Experience coordinating office facilities and supplier management will be advantageous.

Key Competencies
Business Skills
Visitor Management System (VMS)

Manage visitor sign-in processes.
Ensure all visitors and staff are correctly registered.
Compile and distribute weekly visitor reports.

Boardroom and Support Services Management

Coordinate boardroom bookings and meeting schedules.
Assist with meeting room setup and catering arrangements.
Manage cleaning services and ensure office areas are maintained to a high standard.
Monitor and order office consumables, including coffee, tea, milk, sugar, and related supplies.
Demonstrate effective time management and prioritisation skills.

Facilities and Property Operations

Maintain a safe, healthy, and professional office environment.
Record and report all incidents and accidents.
Monitor and maintain first aid boxes and health and safety records.
Coordinate printer maintenance, including replenishing paper supplies and logging service calls.
Apply and maintain workplace health and safety protocols.

Service Level Agreement (SLA) Management

Ensure service providers meet agreed service levels.
Maintain accurate records of SLA activities and performance.
Escalate concerns and service issues to the Facilities Manager timeously.
Prepare bi-monthly performance reports.

Functional Skills
Strong customer service orientation.
Excellent verbal and written communication skills.
Strong interpersonal and relationship-building abilities.
Excellent organisational and planning skills.
Ability to multitask and work effectively under pressure.
High attention to detail and accuracy.
Strong problem-solving skills.
Ability to work independently with minimal supervision.
Positive attitude and proactive approach.
Ability to work collaboratively within a team environment.
Strong reporting and administrative capabilities.

Key Performance Areas
Front Desk and Reception Management
Professionally answer and direct incoming calls.
Welcome, assist, and manage visitors to the office.
Provide general administrative and reception support.
Handle visitor enquiries, complaints, and special requests.
Schedule meetings and manage boardroom bookings.
Prepare meeting rooms and conference facilities.
Arrange catering and lunches for meetings when required.
Coordinate courier collections and deliveries.
Arrange transportation services, including Uber bookings when required.
Prepare invoices for approval and submit them to Accounts Payable.
Manage access card requests for employees.
Ensure office security by checking that windows, doors, and air conditioning units are secured at the end of the day.
Support contractors and service providers while on-site.
Coordinate technicians for faulty equipment, appliances, and office infrastructure.
Provide administrative support to business stakeholders as required.

Facilities Management Support
Order stationery and office supplies for the facilities department.
Manage stock levels of refreshments, including tea, coffee, and water.
Support vendor and supplier management activities.
Assist the Office Manager in coordinating service providers and contractors.
Communicate facility-related updates and activities to the business.
Support Occupational Health and Safety (OHS) activities, including meeting coordination, minute-taking, and compliance monitoring.
Act as an emergency contact for building-related issues and incidents.
Assist with the planning, coordination, and execution of company events and office initiatives.

Personal Attributes
Professional and approachable.
Customer-focused and service-driven.
Reliable and dependable.
Highly organised and detail-oriented.
Proactive with a solutions-focused mindset.
Able to maintain confidentiality and professionalism at all times.

Click here to apply

We wish you all the best with your applications