Worskhop Reception Administrator and Sales Support

Job Purpose

• To maintain a professional front-line image and manage the reception function effectively. The role is responsible for performing general administrative duties and providing support to the Sales and Operations teams to ensure that work is completed efficiently and within stipulated timeframes.

Academic Qualifications

• Matric Certificate (Grade 12) – essential.
• A relevant qualification in Administration, Office Administration or Business Administration will be advantageous.
• Computer literacy training or certification will be advantageous.

Essential Work Experience

• Minimum of 1–3 years’ experience in a receptionist, switchboard operator, front desk or customer-facing administrative role.
• Experience managing a professional reception area, including welcoming visitors, clients, suppliers and employees.
• Previous experience providing excellent customer service in a corporate or professional environment.
• Experience handling enquiries, taking accurate messages and directing calls efficiently.
• Experience performing general administrative duties, including filing, data capturing, document preparation and email correspondence.
• Experience using Microsoft Office Suite, including Word, Excel and Outlook, as well as office communication systems.
• Experience dealing with difficult or demanding customers professionally and calmly.
• Experience supporting office operations, including coordinating couriers, deliveries, visitor access and general office enquiries.

Essential Knowledge

• Technologically sound, with the ability to work with computer systems and office technology.
• Sound understanding of customer service principles.
• Knowledge of telephone operating systems and switchboard procedures.

Essential Skills and Competencies

• Well-developed communication skills, including professional telephone etiquette.
• Attentiveness and strong attention to detail.
• Good time management and self-management skills.
• Computer literacy and the ability to work with technology and administrative systems.
• Strong administrative and organisational skills.
• Ability to work effectively as part of a team.
• Exceptional customer service skills.
• Ability to communicate clearly and professionally with internal and external stakeholders.

Essential Personal Attributes

• Organisational awareness.
• Good interpersonal skills.
• Self-confidence.
• Dependability and reliability.
• Ability to follow procedures.
• Integrity and professionalism.
• Customer-centric approach.
• Commitment to clear and professional communication.

Advantageous Personal Attributes

• Commitment to continuous improvement.
• Ethical conduct and sound judgement.
• Enthusiasm for learning, sharing knowledge and professional growth.
• Professional appearance.
• Ability to work under pressure.

Key Responsibilities
Reception and Telephone Management

• Operate the telephone system by answering and screening incoming calls.
• Transfer calls and direct enquiries to the appropriate individuals or departments.
• Relay messages to personnel promptly and accurately.
• Manage front desk duties and maintain a professional reception environment.
• Welcome and assist visitors in a friendly, professional and efficient manner.

Administrative Support

• Perform general administrative duties using the relevant systems and in accordance with the company’s requirements.
• Ensure the timely daily delivery and distribution of NATIS documents, keys and other documentation.
• Provide general administrative support to the Sales and Operations teams as required.
• Order office supplies and stationery when necessary.
• Assist with general office queries and administrative processes.

Customer Service and Stakeholder Relations

• Build and maintain effective relationships with internal and external stakeholders.
• Provide professional and courteous service to customers, visitors, suppliers and colleagues.
• Handle enquiries efficiently and ensure that requests are directed to the correct individuals.
• Treat every customer with care, attention and professionalism.
• Contribute to business continuity and the maintenance of positive stakeholder relationships.

Communication and Continuous Improvement

• Maintain effective verbal and written communication with customers and colleagues.
• Identify opportunities to improve administrative processes and overall performance.
• Demonstrate initiative in suggesting more efficient ways of completing tasks.
• Ensure that all responsibilities are performed accurately, professionally and within the required timeframes.