Receptionist

The Receptionist plays a key role in ensuring the smooth day-to-day operations of our office and work premises. This role encompasses overseeing employee interactions, managing the office cleaner, coordinating maintenance and repair requests, handling logistics for meeting rooms and hot desks, and supporting company events and functions. The Receptionist is also responsible for procuring office supplies and maintaining health and safety standards. With strong organizational and communication skills, this role is essential in creating a positive and productive work environment. The ideal candidate is a proactive, self-managed thinker with a flair for coordinating office activities and small events.

Core Responsibilities:

Property & Office Coordination:

• Oversee daily office operations, ensuring compliance with company standards and HSE regulations.
• Conduct regular property inspections and maintain the HSE file.
• Coordinate maintenance, repairs, and breakages with the Landlord to ensure timely resolution.
• Maintain and organize the storeroom and office inventory.
• Supervise and support the office cleaner.
• Take water and electricity meter readings and submit timely reports to the Landlord.
• Be the custodian of the key holders register.
• Continuously improve and maintain administrative procedures related to this role.
• Ensure the generator has an adequate fuel supply at all times by monitoring stored fuel levels, maintaining sufficient reserves in approved containers, and re-fuelling the generator as required to support uninterrupted operations.
• Provide support to the COO by assisting with various ad hoc tasks and special projects as needed.

Front Desk & Facilities:

• Welcome guests, screen calls, handle deliveries, and manage gate/front door access.
• Manage hot desk and meeting room bookings to optimize space usage.
• Maintain the office parking schedule and ensure efficient allocation.
• Procure office supplies, monitor stock levels, and coordinate reordering to ensure availability and cost-effectiveness.
• Assist with company events, functions, and small office gatherings at the office.
• Coordinate refreshments, including snacks, meals, and beverages, for boardroom meetings as needed.
• Arrange employee meals and food items from nearby vendors when required.

Employee & Event Support:

• Assist with company events, functions, and small office gatherings at the office.
• Coordinate refreshments, including snacks, meals, and beverages, for boardroom meetings as needed.
• Arrange employee meals and food items from nearby vendors when required.

Requirements:
• Grade 12 / school-leaving certificate (minimum); business qualification/certificate is a bonus.
• HSE Rep / First Aid certification is a bonus.
• Valid driver’s license and own reliable vehicle.
• Residence within close proximity to Westville, KZN.
• Proven experience as a Receptionist or in a similar role.
• Proficiency in Google Docs, Drive, and Slides.
• Previous events management experience is a bonus.
• Strong organizational, multitasking, and problem-solving skills with high attention to detail.
• Excellent communication and interpersonal skills.
• Knowledge of health and safety regulations is advantageous.
• Ability to work independently and collaboratively.
• Self-motivated and proactive.