Receptionist

Job Req

144465

Closing Date

30 April 2026

Career Stream

Job Purpose

Job Responsibilities

Reception & Client Service Delivery
Maintain a pleasant and professional reception environment during operating hours .
Receive and direct visitors in a professional client centric manner.
Assist clients and staff with:
Meeting room or desk access
Copying emailing calls stationery directions and general support
Access cards parking validation and arranging security escorts
Ensure clients are comfortable and refreshments are served when required.
Assist walk in clients with directions branch contacts and general information.
Handle incoming calls queries and general assistance.

Conference Centre & Meeting Room Coordination
Manage bookings for conference centre and meeting rooms to ensure optimal utilisation.
Ensure smooth running of meetings by coordinating:
Boardroom bookings
Catering
Room setup and preparation
Communicate client setup requests to catering cleaning security and maintenance teams.
Provide onsite assistance for functions meetings and events (Ground 5th and 6th Floors).
Support functions planning and execution with business units and clients.
Serve as the reliever for Ground Floor reception when required (leave sick days lunch cover).
Ensure daily preventative maintenance by engaging with Maintenance teams.

Facilities Administration & Technical Support
Log maintenance calls (including PPM for the conference centre).
Conduct or follow up on monthly building fabric inspections and condition assessments for:
Conference Centre
5th Floor
Auditorium & Foyer
Collaborate with the Facilities Management team for additional administrative tasks.
Complete monthly statistics and reporting as required.
Perform adhoc administrative duties for Facilities clients or internal teams.

Soft Services & Service Provider Performance Insight
Provide insight into service delivery performance for service providers such as:
Feedem (catering)
Supercare (cleaning)
Other soft services vendors
Engage proactively with internal mailroom (DSV) on courier mail and delivery coordination.

Mail Management & Deliveries
Facilitate mail delivery by receiving sorting and distributing mail.
Call or message staff for delivery collection.
Ensure documents reach the correct teams or staff promptly.

Trending Analysis & Operational Insights
Conduct trending analyses related to:
Meeting room booking patterns
Conference centre usage
Maintenance trends & logged calls
Soft services performance
Provide insights to enhance operational planning and client service experience.

Cost Controls & Resource Management
Perform weekly stock checks of conference items for:
5th Floor
Auditorium & Foyer
Ensure prudent use of resources and prevent unnecessary expenditure.
Support accurate budgeting for reception and conference centre operations.

Data Accuracy Auditability & Compliance
Ensure all data captured and processed is accurate and reliable.
Maintain comprehensive auditable documentation and records.
Support compliance with internal and external regulatory requirements.
Safeguard data integrity through disciplined information management.
Provide support to clients and teams in understanding and using operational data.

Essential Qualifications - NQF Level

Preferred Qualification

• Secretarial qualification

Minimum Experience Level

• 1 - 2 years secretarial or administration

Technical / Professional Knowledge

Behavioural Competencies