Front Desk Receptionist

The Receptionist is responsible for managing the front desk, welcoming visitors, handling incoming calls and supporting daily office administration.  This person is also responsible for the smooth running of daily office operations and supporting internal teams and external visitors in a professional and efficient way.

Key Responsibilities

Reception and Front Desk Duties

Greet visitors, clients, vendors and staff in a professional and friendly manner.

Answer, screen and direct incoming telephone calls to the appropriate person or department.

Take clear and accurate messages and ensure they are communicated promptly.

Manage the reception area to ensure it remains neat, welcoming and presentable.

Receive and distribute mail, courier parcels and deliveries.

Follow company access control and safety procedures.

Vendor and POD Administration

Request Proof of Delivery documents from vendors, suppliers and courier partners as required.

Follow up on outstanding PODs by phone and email within agreed timelines.

Verify that POD documents are complete, legible and correspond to the correct delivery, order, invoice or account reference.

Update POD tracking schedules (ETA) and Internal system accurately and consistently.

Escalate delayed, missing or disputed PODs to the relevant team member or manager.

Match POD’s with invoices and forward to GRV team.

Grade 12 / Matric or equivalent qualification.

Previous experience in a receptionist, administrative assistant, customer service or similar role will be advantageous.

Computer literacy, including Microsoft Outlook, Word and Excel.

Strong written and verbal communication skills.

Ability to follow up professionally and persistently with vendors and suppliers.

Good attention to detail, especially when checking PODs, order numbers, delivery notes and invoice references.

Required Competencies

Professional telephone etiquette and customer-facing manner.

Organised, reliable and able to manage multiple follow-ups at the same time.

Accurate record keeping and strong administrative discipline.

Proactive approach to resolving queries and obtaining missing information.

Ability to maintain confidentiality and handle company information responsibly.

Team player with a positive attitude and willingness to assist where needed.

Working Conditions

Office-based role with regular interaction with visitors, employees, vendors and suppliers.

May require extended periods seated at the front desk and frequent use of telephone, email and office systems.