Receptionist, Administrative​/Clerical

Let's Write Africa's Story Together! Old Mutual is a firm believer in the African opportunity and our diverse talent reflects this.

Job Description

The Receptionist is the first point of contact for OMAI and plays a central role in delivering a professional, welcoming and well-managed front-of-house experience. The role coordinates reception services, visitor and call management, meeting-room readiness, office access and selected administrative activities. It requires strong service orientation, sound judgement and attention to detail to ensure that employees, clients and other stakeholders experience an efficient and consistently high standard of support aligned with OMAI’s values.

• Reception and stakeholder service:
  Welcome employees, clients, service providers and other visitors; confirm appointments; notify hosts promptly; and ensure that all interactions are handled professionally, discreetly and in line with access and security protocols.
• Telephone and query management:
  Manage incoming calls efficiently, route enquiries to the appropriate person, resolve routine queries where possible and record complete, accurate messages for prompt follow-up.
• Front-of-house standards:
  Maintain a professional, orderly and fully operational reception area, proactively identifying and escalating facilities, safety, access or service issues.
• Meeting-room coordination:
  Monitor bookings and room readiness, including layout, cleanliness, refreshments and audiovisual equipment; conduct regular checks between meetings and arrange timely resolution of issues.
• Booking and space support:
  Assist with ad hoc meeting-room requirements, manage competing requests fairly and escalate capacity constraints where necessary.
• Catering coordination:
  Liaise with meeting organisers and catering providers on delivery times, service requirements and refreshment breaks to support a seamless visitor and meeting experience.
• Deliveries and correspondence:
  Receive, record and distribute courier items, deliveries and correspondence accurately, maintaining appropriate records and confidentiality.
• Office access and daily readiness:
  Support the opening and closing of designated office entrances and confirm that reception and shared client facing areas are ready for business.
• Business information:
  Maintain the internal telephone and contact directory, incorporating joiners, leavers and organisational moves promptly and accurately.
• Administrative support:
  Provide responsive support to the Administration Manager, Personal Assistants and Finance team, including document preparation, filing, coordination, basic reporting, record management and other reasonable duties that contribute to efficient office operations.
• Risk, confidentiality and compliance:
  Handle personal, business and visitor information with discretion; follow applicable health, safety, security and information-handling procedures; and elevate incidents or control gaps without delay.

• Grade 12 or an equivalent qualification; a relevant certificate or diploma in office administration, hospitality or customer service would be advantageous.
• At least two years’ experience in a reception, front-of-house, client-service or office-administration role within a professional environment.
• Experience in financial services or another regulated corporate environment would be advantageous.
• Excellent verbal and written communication skills, with a professional telephone manner and the ability to engage confidently with stakeholders at all levels.
• Demonstrated commitment to high service standards, discretion, reliability and professional conduct.
• Strong planning, coordination and time-management capability, with the ability to prioritise and manage multiple requests in a busy environment.
• Proficiency in Microsoft Outlook, Word, Excel and PowerPoint, with confidence in using meeting-room, telephone and office systems.
• Sound judgement, attention to detail and a proactive approach to resolving operational issues.
• Ability to work independently while contributing positively to a collaborative team environment.

• Client and stakeholder…