Receptionist

Description

To provide a professional and efficient front of house reception service by welcoming clients and visitors, managing meeting rooms and boardroom bookings, coordinating visitor access and security processes, overseeing reception and boardroom hospitality services, maintaining refreshment stock and presentation standards, coordinating relevant service providers, and ensuring the reception, boardrooms and client facing areas are maintained to the highest standards. The role serves as the first point of contact for clients and visitors and plays a key role in delivering exceptional customer service, administrative support and a seamless client experience.

Core Competency Key Activities Client Reception and Customer Service · Welcome and assist clients and visitors, notify relevant staff of arrivals, and provide a professional first point of contact. Conference Room Coordination · Manage conference room bookings, maintain electronic diaries, coordinate refreshments, and ensure rooms are clean and ready for use. Visitor and Parking Access Control · Manage visitor access, parking cards, boom gates, and ensure all access cards are accounted for daily. Service Documentation Management · Receive, record, distribute, and track all service documents, ensuring acknowledgment and sign-off are completed. Reception and Facilities Administration · Maintain the reception area, coffee station, meeting facilities, and report maintenance or technical issues.

ob Purpose

To provide a professional and efficient front-of-house service by welcoming clients and visitors, coordinating meeting rooms and hospitality, managing visitor access, handling service documentation, and ensuring reception and client-facing areas are maintained to a high professional standard.

Key Performance Areas Client Reception & Customer Service

• Welcome and assist clients and visitors professionally.
• Notify relevant staff of arrivals and manage general enquiries.
• Ensure a seamless and positive client experience.

Boardroom & Meeting Room Coordination

• Manage boardroom and meeting room bookings.
• Coordinate refreshments and hospitality requirements.
• Ensure rooms are clean, prepared and ready for use.

Visitor & Access Control

• Manage visitor and parking access cards and boom gate access.
• Maintain accurate access records and complete daily reconciliations.

Service Documentation

• Receive, record, distribute and track service documents.
• Ensure required acknowledgements and sign-offs are completed.

Reception & Facilities Administration

• Maintain reception, boardrooms, coffee stations and client-facing areas.
• Monitor refreshment stock and coordinate replenishment.
• Report maintenance and technical issues and liaise with relevant service providers.

Requirements

EDUCATION Degree/Diploma:

• Matric or equivalent qualification

EXPERIENCE Experience · 2- 3 years’ relevant experience in reception, preferably in professional services or legal industry

COMPETENCIES

BEHAVOURAL COMPETENCIES Job Specific Attributes · Demonstrates a professional, courteous, and service-oriented approach when interacting with clients, visitors, and colleagues. · Communicates clearly, confidently, and professionally, both verbally and in writing, with individuals at all levels. · Maintains a professional appearance, positive attitude, discretion, and confidentiality while representing the firm. · Effectively prioritises tasks, manages multiple responsibilities, and ensures deadlines are met. · Maintains composure and efficiency when working under pressure or dealing with demanding situations.

TECHNICAL COMPETENCIES Job Specific Competencies

· Reception and Front Office Management - Knowledge of reception operations, visitor management, and customer service practices.

· Microsoft Office and Outlook - Proficient in Outlook, email management, scheduling, and general office administration.

· Administrative and Record Management - Ability to maintain registers, booking schedules, reports, and service records accurately.

· Telephone and Communication Systems - Skilled in handling switchboards, intercom systems, and professional telephone etiquette.

· Facilities and Access Control Administration - Experience managing meeting room bookings, parking access cards, and visitor control processes.