About the Role

We are seeking a professional, reliable, and customer-focused Receptionist to be the first point of contact for our organisation. This role is vital in maintaining a professional and secure front-of-house experience while supporting smooth business operations. Operating within the high-integrity context of the defence industry, the successful candidate will demonstrate exceptional discretion, strong communication skills, and a firm understanding of confidentiality protocols.

You will manage the reception area, handle communications, coordinate visitor access, and provide a range of administrative and financial support functions to enhance operational efficiency.

Qualifications and experience

• Grade 12 with 2–3 years’ proven experience as a receptionist, front desk representative, or in a similar administrative role.
• Excellent written and verbal communication skills.
• Experience in a corporate or security-conscious environment will be an advantage.

Key Technical Skills

• Proficient in Microsoft Office Suite (Outlook, Word, Excel, MS Teams).
• Strong interpersonal and customer service skills.
• Excellent administrative and organisational abilities.
• Experience with Enterprise Resource Planning (ERP) systems (advantageous).

Key Responsibilities

1. Front Desk Management

• Greet and register all visitors in line with site security protocols to ensure a secure and professional entry process.
• Maintain a clean, organised, and welcoming reception area to positively reflect the company’s image.
• Manage and direct incoming calls efficiently and courteously, ensuring timely communication and excellent service delivery.

2. Foreign Visitor and Security Management

• Verify visitor identity and ensure compliance with security protocols.
• Efficiently issue and track visitor passes, maintaining accurate registers for auditing and reporting.
• Collaborate with security personnel to enforce access control measures and escalate any security concerns promptly.

3. Department Administrative Support

• Manage incoming and outgoing mail and courier deliveries.
• Provide proactive administrative support to the Facilities team—scheduling meetings, coordinating logistics, and managing supply orders.
• Process departmental invoices on the ERP system, ensuring financial accuracy and compliance.
• Coordinate travel arrangements, including accommodation, flights, and vehicle rentals.
• Support office coordination activities, including meeting room bookings and event logistics.

4. Finance Admin Support

• Capture supplier invoices on Q-musik to support financial reporting and payment processing.
• Coordinate with Procurement and internal stakeholders to expedite requisition and purchase order approvals.
• Maintain an accurate asset register for tracking and compliance purposes.
• Monitor purchase orders and deliveries to ensure timely receipt of goods and services.