Ingrain SA is Hiring a FRONT DESK COORDINATOR in Johannesburg

Based at our Head Office and supporting all Ingrain mills excluding Bellville, the Front Desk Coordinator is the first point of contact for every visitor, customer and employee. The successful candidate will run a professional reception area, coordinate visitor access, keep meetings and appointments running on time, and provide the administrative support that keeps the office moving. You will report to the Facilities Manager.

Job Description

Front desk and visitors

• Greet and welcome every visitor, customer and employee warmly and professionally.
• Assist walk-in customers and external visitors with enquiries and direct them to the right person or department.
• Notify departments when their visitors arrive, and show visitors to the correct meeting room.
• Monitor building access, make sure visitors sign in and follow security protocols, and report any concern promptly.
• Calls and communication

• Provide switchboard relief cover during the Switchboard Operator’s breaks, leave or peak periods — answering, screening and routing calls professionally.
• Relay messages and visitor information accurately across the business.
• Meetings and scheduling

• Schedule appointments, meetings and conference rooms.
• Maintain and update appointment and meeting room calendars.
• Communicate changes in meeting room availability so every room is ready on time.

• Receive and distribute incoming mail, packages and deliveries; prepare outgoing mail.
• Handle data entry, visitor logs, contact information updates and office supplies.
• Process Facilities invoices for payment.
• Work with colleagues across departments to coordinate arrivals, appointments and information.

Minimum Requirements

• Matric / Grade 12.
• One to three years’ experience in a reception, front desk, customer service or administrative role.
• Working proficiency in Microsoft Office — Word, Excel, Outlook and PowerPoint.
• Switchboard experience and strong telephone etiquette.
• Strong organisational skills and the ability to juggle several things at once.
• Clear, confident communication in English.
• Discretion and confidentiality.
• Willingness to work extended hours from time to time.

Advantageous

• Certificate or Diploma in Office Administration, Secretarial Studies or Business Administration.
• Experience with visitor access control and security sign-in procedures.
• Experience in a manufacturing or industrial environment.
• A second South African language.
• Basic SAP knowledge
• Driver’s Lisence