Receptionist

A busy organisation in Kimberley, Northern Cape is hiring a Receptionist to take ownership of key responsibilities.

The company supports further study and professional development where relevant. You will have the tools, systems, and backing needed to do the job properly. The team values honesty, hard work, and treating every customer with respect. Send your CV through today and take the first step towards this opportunity.

Reception & Client Liaison

• Receive, sort, and distribute incoming mail, courier parcels, and fax communications daily, and prepare outgoing correspondence including registered post items and courier consignments for dispatch while maintaining an accurate mail register.
• Serve as the first point of contact for all visitors and callers by greeting them warmly and professionally, determining their needs efficiently, notifying the relevant staff member promptly, and maintaining a presentable and welcoming reception area at all times.
• Assist clients and visitors with enquiries in a courteous and helpful manner, providing accurate information about the organisation's services, hours of operation, and locations, and directing individuals to the appropriate department or resource person efficiently.
• Manage a multi-line switchboard by answering incoming calls within three rings, screening and directing calls to appropriate departments, and taking detailed messages when colleagues are unavailable including caller name, company, contact number, and nature of enquiry.

Office & Administrative Support

• Manage the procurement of office supplies, stationery, and consumables by monitoring stock levels, obtaining competitive quotations from approved suppliers, placing purchase orders, and reconciling supplier invoices against delivery notes before payment.
• Type, format, proofread, and distribute correspondence including letters, memos, reports, and presentations using Microsoft Office, ensuring professional presentation, correct formatting, and grammatical accuracy in all outgoing documentation and communications.

Records Management & Systems

• Ensure compliance with the Protection of Personal Information Act when handling confidential client and employee records, limiting access to authorised personnel only and securely disposing of documents that have reached their retention expiry date.
• Capture, update, and verify client and employee data on the company's database or CRM system with high accuracy, conducting periodic data quality audits to identify and correct duplicate records, incomplete fields, or outdated contact information.
• Process and track incoming and outgoing documentation such as job applications, invoices, purchase orders, and contracts through the appropriate approval workflows, maintaining an accurate document register at every stage of processing.
• Maintain both physical and electronic filing systems according to the organisation's file plan and records management policy, ensuring all documents are correctly classified, indexed, and stored for rapid retrieval when requested by management or auditors.

• Proficiency in the Microsoft Office suite including Word, Excel, Outlook, and PowerPoint with ability to produce well-formatted documents.
• A well-presented and professional appearance at all times, as the role involves being the face of the organisation to visitors.
• Excellent typing speed and accuracy with the ability to transcribe dictation and produce error-free documents under time pressure.
• A Grade 12 certificate is essential; a post-matric qualification in office administration or a related field is advantageous.
• Strong verbal and written communication skills in English, with ability to interact professionally with clients and colleagues.
• The ability to handle confidential information with discretion and maintain the highest standards of integrity and trustworthiness.
• Strong organisational skills and the ability to prioritise multiple tasks while working calmly and efficiently under pressure.