Job Title: Front Desk Administrator
Division: BFM Operations 1
Industry: Facilities Services
Job Level: Mid-Senior
Job Function: Operations
Location: [Insert Location]
Job Type: Full-time

ROLE PURPOSE

We are seeking a professional, proactive, and service-driven Front Desk Administrator to join our team in the BFM Operations 1 Division. This individual will be the first point of contact for clients, staff, and visitors, ensuring an efficient and welcoming front-of-house experience. In addition to delivering outstanding receptionist duties, the successful candidate will also provide essential administrative support to internal teams and help coordinate key operational functions.

KEY RESPONSIBILITIES & MAIN OUTPUTS

As the Front Desk Administrator, your role will include, but will not be limited to, the following:

Front-of-House Services

• Serve as the first point of contact for visitors, providing a warm, courteous, and professional welcome.
• Receive and direct visitors to their respective meetings or appointments, ensuring they are assisted promptly.
• Operate the switchboard system efficiently by answering incoming calls, transferring calls to the correct department or individual, taking accurate messages, and relaying them promptly.
• Make outgoing calls on behalf of employees when necessary.

Administrative and Office Support

• Manage the scheduling and booking of boardrooms for internal and external meetings, including preparation and coordination of meeting logistics.
• Oversee the allocation of visitor parking bays and ensure that all parking arrangements are communicated and managed effectively.
• Attend internal meetings when required, take clear and concise minutes, and distribute the minutes to relevant stakeholders post-meeting.
• Provide consistent and dependable administrative support to various departments across the business.
• Assist in compiling, capturing, and filing building audit sheet data to support internal facilities management processes.

Mail and Stationery Management

• Coordinate incoming and outgoing mail: receive and sort daily mail deliveries and notify staff of their mail for collection.
• Manage the ordering, distribution, and tracking of office stationery and supplies for all employees, ensuring adequate stock levels at all times.

Project and Special Task Assistance

• Support ongoing projects by providing administrative help such as document preparation, data entry, and logistical coordination.
• Assist with special tasks as delegated by management, ensuring deadlines are met and tasks are completed to a high standard.

Communication and Coordination

• Send regular email communications to staff regarding office-related matters such as maintenance schedules, boardroom availability, or changes in operations.
• Maintain a strong working relationship with employees and departments to ensure smooth coordination and flow of information.

MINIMUM QUALIFICATIONS & EXPERIENCE

To be considered for this position, candidates must meet the following requirements:

• Educational Background:
  • A National Senior Certificate (Matric) is essential.
  • A recognised certificate in Reception, Administration, or Secretarial Studies is highly advantageous.
• Experience:
  • At least 1 year of relevant experience in a receptionist, switchboard operator, or secretarial role within a customer-focused environment.
• Technical Skills:
  • Proficient in Microsoft Office applications, particularly MS Word, Excel, and Outlook.
  • Exposure to switchboard and office management systems will be an advantage.
• Licensing:
  • A valid South African driver’s license is required.

CORE COMPETENCIES AND ATTRIBUTES

The ideal candidate must demonstrate the following skills and qualities:

• Customer-Focused: A strong commitment to delivering exceptional customer service to both external visitors and internal team members.
• Excellent Communication: Strong oral communication skills, clear written communication, and a professional phone manner.
• Attention to Detail: High levels of accuracy in administrative tasks such as minute-taking and data capturing.
• Organised and Reliable: Strong ability to plan, prioritise, and manage time effectively while meeting deadlines.
• Stress Resilience: Capable of maintaining a calm and courteous demeanour in a fast-paced or high-pressure environment.
• Team-Oriented: Willingness to work collaboratively across departments and support colleagues as needed.
• Adaptable and Flexible: Able to adapt quickly to changes, deal with ambiguity, and handle multiple tasks simultaneously.
• Problem Solving: Displays logical reasoning and good judgment in handling day-to-day tasks and unexpected situations.
• Relationship Building: Demonstrates interpersonal sensitivity and builds positive relationships with colleagues and visitors.
• Listening Skills: Actively listens to others to fully understand needs and respond appropriately.

WHY JOIN US?

By joining our dynamic operations team, you will play a pivotal role in shaping the front-line experience of our business. This position offers an opportunity to contribute to a professional, well-established company in the Facilities Services industry, while gaining exposure to multiple business units and enhancing your administrative expertise. If you are an organised, friendly, and reliable individual who thrives in a structured environment, we would love to hear from you.

APPLICATION INSTRUCTIONS

To apply, please submit your updated CV along with any relevant certifications. Shortlisted candidates will be contacted for interviews. We thank all applicants for their interest, but only those selected will be contacted.

APPLY HERE