Receptionist & Facilities Support Assistant

Receptionist & Facilities Support Assistant

Role Overview

This is a dual-role position combining front-of-house reception duties with facilities and operational support. The successful candidate will ensure that visitors and tenants receive excellent service, while also assisting with the day-to-day running of the centres security, maintenance, and administrative operations.

Key Responsibilities

Reception & Administration

• Act as the first point of contact for visitors, tenants, and clients.
• Answer, screen, and forward calls and emails in a professional manner.
• Manage reception area, boardroom bookings, and meeting preparations.
• Check emails daily and forward leads to the relevant staff member.
• Prepare invoices (25th of each month EBS) and month-end billing.
• Load tenant recoveries and assist with municipal water and electricity readings.
• Monitor office supplies including printer paper and ink; run printing reports.
• Support general administrative tasks such as filing, correspondence, and reports.

Operational Support

• Security: Confirm daily presence of all guards (InsideOut Guard, Village Guard, Car Guards).
• Facilities:
  • Switch on boardroom lights and TVs.
  • Check Wi-Fi connection and CCTV cameras.
  • Play background music in designated areas.
  • Open umbrellas in outdoor areas.
  • Ensure boardrooms are neat and equipped with necessary cables and passwords.
• Property Management:
  • Check Property24 daily.
  • Upload and update listings every Tuesday & Thursday.
  • Confirm trading hours of locked tenant units.

Maintenance & Safety Checks

• Review and update the maintenance list.
• Conduct regular stock takes.
• Water reception plants.
• Test perimeter fencing and security systems.
• Inspect fire detection system and fire suppression equipment.
• Check air conditioning units and arrange servicing as needed.
• Test generator weekly (10 minutes), record service intervals, and capture diesel usage with photos.
• Monitor service drains and report issues.
• Oversee Dolomite Risk compliance.

Financial & Compliance Support

• Assist with diesel and utility recovery calculations.
• Ensure timely payment processing (e.g., EBS).
• Support data purchase requests for mobile devices.
• Run and classify biometrics reports.