Front Desk Administrator

To provide professional front office and administrative support by serving as the first point of contact for visitors, customers, and employees. The Receptionist is responsible for managing the reception area, handling incoming communications, coordinating visitor access, supporting meeting arrangements, and performing general administrative duties to ensure the efficient operation of the office.

Front Office and Visitor Management

· Welcome visitors, clients, suppliers, and employees in a professional and courteous manner.

· Direct visitors to the appropriate employee or department.

· Maintain a clean, organised, and professional reception area at all times.

· Ensure visitors sign in and comply with company visitor management procedures.

· Issue and collect visitor access badges where applicable.

· Notify employees promptly of visitor arrivals.

Telephone and Communication Management

· Answer, screen, and transfer incoming telephone calls professionally.

· Take accurate messages and ensure timely delivery to the relevant employees.

· Respond to general enquiries received via telephone and email.

· Provide accurate information regarding company departments and services.

· Escalate customer or visitor enquiries to the appropriate department when required.

Mail and Office Administration

· Receive, sort, and distribute incoming mail, courier deliveries, and parcels.

· Prepare outgoing mail and arrange courier collections.

· Maintain physical and electronic filing systems.

· Photocopy, print, scan, and file documents as required.

· Assist with general administrative tasks to support office operations.

Meeting and Facilities Coordination

· Schedule meetings and maintain meeting room calendars.

· Book and prepare meeting rooms for internal and external meetings.

· Ensure meeting facilities are clean, organised, and equipped before meetings.

· Assist with meeting logistics when required.

Office Support and Inventory Management

· Monitor office stationery and consumable stock levels.

· Order office supplies in accordance with company procedures.

· Maintain adequate stock levels to support daily operations.

· Report office maintenance issues to the relevant service providers or departments.

· Assist with office coordination activities as required.

Compliance and General Administration

· Maintain accurate visitor logs and reception records.

· Ensure compliance with company security and reception procedures.

· Maintain confidentiality of company and visitor information.

· Support administration projects and additional duties assigned by management.

Ad Hoc Sales Administration Support

· During periods of low reception activity, provide administrative support to the Sales Administration team as directed by management.

· Assist with processing and tracking FTTH orders within Solid CRM using HYP account numbers.

· Update and maintain customer and sales records, ensuring data accuracy and completeness.

· Support the logging, monitoring, and allocation of customer queries, tickets, and escalations.

· Support marketing and sales initiatives by coordinating promotional material, activations, and general administrative activities.

· Perform other administrative duties reasonably assigned by management to support business operations.

· Grade 12

· Certificate, Diploma or Degree in Office Administration, Business Administration, or related field.

· Customer Service qualification, advantageous

· 2 to 3 years' experience in a receptionist, front desk, customer service, or administrative role.

· Experience operating a multi-line telephone system.

· Experience working with Microsoft Office applications.

· Experience in visitor management and office administration.

· Ability to communicate professionally with customers, visitors, and employees in English and multiple South African official languages.

· Corporate office experience, advantageous.

· Excellent verbal and written communication skills.

· Professional telephone etiquette.

· Strong customer service orientation.

· Strong administrative and organisational skills.

· Excellent interpersonal skills.

· Ability to multitask and prioritise work effectively.

· Strong attention to detail.

· Planning, organising, and time management skills.

· Ability to maintain confidentiality.

· Problem-solving skills.

· Ability to work independently and within a team.

· Professional appearance and conduct.

· Computer literacy, especially Microsoft Word, Excel, Outlook, and PowerPoint.