Facilities Receptionist

Purpose of the Role

• Coordinate and oversee administrative and internal operational processes, ensuring accuracy and compliance with policies. Prepare, review, and authorise documentation and reports.
• Analyse and reconcile information across multiple systems or departments. Draft and compile management reports, highlighting trends or issues for decision-making.
• Serve as a key point of contact with internal and external stakeholders to exchange information, resolve queries, and support business operations.

• Client & Visitor Management: Greet clients and visitors in a professional, friendly, and courteous manner, ensuring a positive first impression  
• Contacting office staff notifying them of visitors.  
• Manage phone calls by answering, screening, and forwarding incoming phone calls efficiently while providing basic information when needed.  
• Administrative Support; perform general clerical duties, including photocopying, filing, managing incoming and outgoing mail, and arranging courier services; management of kitchen cleaning consumables.  
• Access control: arrange access cards and biometric access for new joiners. Follow up until cards are received and biometrics are working. 
• Helpdesk: log Facilities related matters with the landlord; log Facilities requests on the Facilities Helpdesk. Follow up until the items are actioned.  
• Facilities: conduct daily inspections of the office areas; submit a weekly report on related matters.  
• Beverage vending machines: ensure the Technician is on site daily; manage stock orders.  
• Meeting Room Coordination: assist to manage the booking schedule for meeting rooms, ensuring they are prepared and tidy for scheduled appointments.  
• Inbox and Correspondence Management: Monitor the general office email inbox and respond to or forward queries to the relevant staff members promptly.  
• Office Presentation: Ensure the reception area is kept tidy and presentable, reflecting MiWay's professional standards  
• Maintain office security by following safety procedures and controlling access via the reception desk. This includes the management of the access control reader for the IT room.  
• Mail & Deliveries: Receive and issue out deliveries received.  
• Provide callers with basic, non-advisory information such as company address, operating hours, and main department contacts.  

Knowledge and Skills

• Exceptional verbal and written communication skills with a professional telephone etiquette.  
• Strong interpersonal skills with a client-centric approach.  
• Excellent organizational and time-management abilities, with the capacity to multitask and prioritize effectively in a busy environment.  
• roficient in Microsoft Office Suite (Outlook, Word, Excel).  
• High level of accuracy and attention to detail.  
• Ability to be resourceful and proactive when issues arise.  

Competencies Required

• Client Focus and Professionalism  
• Effective Communication  
• Organizational Skills and Attention to Detail  
• Teamwork and Collaboration  
• Integrity and Reliability  
• Resilience and Adaptability  

Overview of Role Responsibilities (Level 1-13)

Administration- Level 3 - Process Specialist

• Produce, update, and provide best practice support on Microsoft documents, databases, and other departmental systems. Tasks may include purchasing materials, entering budgetary information, and recording time and expenses.

Document Management- Level 3 - Process Specialist

• Create, organize, and maintain files containing the correspondence and records of a senior colleague.

Document Preparation- Level 3 - Process Specialist

• Prepare routine letters, memoranda, reports, and similar documents following detailed instruction. This is likely to involve using the full range of functions within standard office software.

Work Scheduling and Allocation- Level 3 - Process Specialist

• Organize own work schedule in order to get the job done, coordinating with support services and assigning short-term tasks to others if necessary.

Operations Management- Level 3 - Process Specialist

• Carry out operational tasks by following established processes. This will involve adjusting multiple settings or parameters to meet performance standards.

Required Skills

Planning and Organizing - Intermediate

• Works at an intermediate level to plan, organize, prioritize and oversee activities to efficiently meet objectives. Typically works with guidance.

Verbal Communication - Intermediate

• Works at an intermediate level to express ideas, request actions, formulate plans, and policies by means of clear and effective verbal communications. Typically works with guidance.

Policy and procedures - Intermediate

• Works at an intermediate level to monitor, interpret and understand policies and procedures and ensure their alignment with organizational strategies and work objectives. Typically works with guidance.

Computer Skills - Intermediate

• Works at an intermediate level to understand and effectively use standard office equipment and standard software packages to support business processes. Typically works with guidance.

Work Scheduling - Basic

• Works at a basic level to ensure the optimum scheduling of work and material resources to meet planned performance targets. Typically works under close supervision.

Desktop Publishing - Basic

• Works at a basic level to create documents using page-layout software on a personal/desktop computer. Typically works under close supervision.

General Experience

• None

Minimum Qualification Required  

• Matric (Grade 12) or an equivalent NQF Level 4 qualification is required.  
• A certificate or diploma in Office Administration, Front Desk Management, or a related field is advantageous. 

Minimum Experience  

• A minimum of 2 years of experience in a receptionist, front office administrator, or similar client facing role.  
• Experience in the insurance or financial services industry is beneficial.  
• Demonstrable experience operating a multi-line switchboard and proficiency in the Microsoft Office Suite. 

• Diploma

Required Behavioural Competencies

• Ensures Accountability
• Plans and Aligns
• Drives Results
• Communicates Effectively
• Manages Complexity
• Collaborates