PART-TIME RECEPTIONIST

Department: Administration / Corporate Services Reports To: Office Manager / Administrative Manager Location: Beterverwagting Employment Type: Part-Time Job Summary The Part-Time Receptionist is responsible for providing a professional and welcoming first point of contact for visitors, customers, suppliers and employees. The role manages the reception area, handles incoming calls and correspondence, provides general administrative support and assists with the smooth day-to-day operation of the office during assigned working hours. The successful candidate should be professional, organized, courteous and customer-focused, with excellent communication skills and the ability to manage multiple tasks efficiently. Key Responsibilities Front Desk & Reception

• Welcome and professionally receive visitors, customers, suppliers and other guests.
• Direct visitors to the appropriate person or department.
• Maintain a clean, organized and professional reception area.
• Manage visitor sign-in and sign-out procedures.
• Ensure visitors are attended to promptly and courteously.
• Maintain a professional appearance and demeanor at all times.

Telephone & Communication

• Answer, screen and direct incoming telephone calls professionally.
• Take and accurately relay messages.
• Respond to general inquiries and direct requests to the appropriate department.
• Monitor general reception emails and correspondence.
• Maintain an up-to-date internal contact directory.

Administrative Support

• Receive, sort and distribute incoming mail, documents and packages.
• Coordinate outgoing correspondence and courier services.
• Assist with photocopying, scanning, filing and basic document preparation.
• Maintain accurate reception and administrative records.
• Assist with scheduling appointments and meetings when required.
• Provide general administrative support to the office as assigned.

Customer Service

• Provide courteous and professional assistance to customers and visitors.
• Handle basic customer inquiries and direct more complex matters to the appropriate department.
• Maintain a positive and helpful attitude when dealing with customers, employees and visitors.
• Ensure all interactions reflect the company’s professional standards.

Office Coordination

• Monitor reception supplies and communicate replenishment needs.
• Coordinate with security regarding visitors and deliveries.
• Maintain records of deliveries and courier services.
• Report reception, facility or visitor-related issues to the appropriate supervisor.
• Provide support during company meetings, activities and events when required.

Confidentiality & Compliance

• Handle company, employee and customer information with discretion.
• Maintain confidentiality of sensitive information.
• Follow company policies, procedures and security protocols.
• Ensure visitors and deliveries comply with established access procedures.

KEY PERFORMANCE INDICATORS (KPIs)

• Performance may be measured against:
• Professionalism and quality of customer service
• Telephone and visitor management
• Accuracy of messages and records
• Timeliness and quality of administrative support
• Reception area standards
• Mail and courier management
• Attendance and punctuality
• Responsiveness to inquiries
• Compliance with company procedures
• Feedback from employees, customers and visitors

Qualifications & Experience

• CXC/CSEC or equivalent qualification.
• Certificate or Diploma in Business Administration, Office Administration, Customer Service or a related field would be an asset.
• 1 year of experience in reception, customer service, administration or a similar role would be an asset.
• Previous experience in a corporate environment is an advantage.
• Basic proficiency in Microsoft Office applications, including Word, Excel and Outlook.

Required Skills & Competencies

• Excellent verbal and written communication skills.
• Strong customer service and interpersonal skills.
• Professional telephone etiquette.
• Good organizational and time-management skills.
• Strong attention to detail.
• Ability to multitask and prioritize responsibilities.
• Professional appearance and demeanor.
• Ability to work independently with minimal supervision.
• Ability to maintain confidentiality.
• Reliable, punctual and dependable.
• Positive and team-oriented attitude.

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