Receptionist – Grain Field Chickens Head Office, Reitz x1
- Job title: Receptionist – Grain Field Chickens Head Office, Reitz
- Company: Grain Field Chickens
- Parent Company: VKB Agriculture
- Location: Reitz, Free State
- Employment Type: Permanent
- Department: Administration / Support Services
- Closing Date: 28 May 2026
- Posted: 21 May 2026
Job Overview
The Receptionist serves as the first point of contact for visitors, customers, and callers at the Head Office. The role involves providing professional reception services, directing visitors and calls appropriately, managing administrative records, supporting finance-related administration, coordinating meetings, maintaining filing systems, and ensuring the smooth day-to-day operation of the reception area.
Main Purpose of the Position
To welcome guests professionally, manage incoming communications, perform administrative and filing duties accurately, and provide support to various departments while maintaining efficient office operations according to company procedures.
Minimum Requirements
Educational Qualifications
- Grade 12 (Matric) or NQF Level 4 qualification.
- Diploma in Office Administration or a related field.
Experience
- At least 2 years of proven experience as a Receptionist or in a similar administrative role.
Technical Requirements
- Intermediate proficiency in Microsoft Office applications.
-
Experience using:
- File Director
- SharePoint
- NAV (Microsoft Dynamics NAV)
(These systems are considered a strong advantage.)
Additional Requirements
- Experience operating office equipment such as:
- Scanners
- Printers
- Copiers
- Willingness to work overtime when required.
Key Responsibilities
Reception and Visitor Management
- Welcome guests and visitors in a professional and friendly manner.
- Direct visitors to the appropriate personnel or departments.
- Notify employees when visitors arrive.
- Maintain a clean, organised, and professional reception area.
- Adhere to company policies, procedures, and clean desk requirements.
Telephone and Communication Management
- Answer incoming calls professionally.
- Forward calls to the appropriate departments and staff members.
- Take messages accurately and ensure prompt communication.
Meeting and Calendar Coordination
- Update managers’ calendars.
- Schedule meetings and appointments when required.
- Coordinate and book meeting rooms.
Filing, Archiving and Document Management
- Manage archive room records.
- File, scan, and maintain documentation accurately.
- Ensure proper document storage and retrieval.
- Maintain electronic and physical filing systems.
Financial Administration Support
Assist with finance-related administrative duties including:
- Capturing financial information into company systems.
- Processing supplier invoices.
- Preparing and sending customer invoices and statements.
- Maintaining accurate financial records.
- Supporting finance administration as directed by management.
Scanning and Data Capture Duties
Responsible for:
- Capturing and scanning creditor payment documents.
- Capturing and scanning Farm Services vendor documents.
- Scanning Hestony Proof of Delivery (POD) documents.
- Capturing and filing Hestony PODs.
- Scanning Grain Field Chickens Workers Trust documentation.
- Scanning:
- Bank verification documents
- Settlement statements
- Credit applications
- Other supporting records
IT and System Support Administration
- Log printer fault tickets on the IT ticketing system.
- Submit requests for:
- New directories
- Vendor additions
- Other system-related requirements
PRP Scheduling and Planning
- Schedule and coordinate PRP activities for the entire Head Office using the PRP system.
Office Supplies and Stock Control
Responsible for ordering and controlling:
- Stationery
- Cleaning supplies
- Tea, coffee, milk, sugar and beverages
- General office consumables
Maintain stock records and inventory levels.
Key Control Administration
- Manage and control office keys.
- Maintain key records and issue registers where applicable.
Customer Service Support
- Assist customers purchasing products in bulk quantities.
- Refer customers to:
- Appropriate sales representatives
- Nearby wholesalers
- Provide professional customer service and product guidance.
General Administrative Support
- Provide administrative assistance to management and departments as required.
- Perform additional duties assigned by management.
Required Skills and Competencies
Communication Skills
- Excellent verbal communication skills.
- Strong written communication abilities.
- Professional telephone etiquette.
- Active listening skills.
Customer Service Skills
- Excellent customer service orientation.
- Ability to interact professionally with visitors, customers, and colleagues.
- Strong interpersonal skills.
Administrative Skills
- Good organisational abilities.
- Effective record management and filing skills.
- Strong reporting skills.
- Ability to maintain accurate documentation.
Personal Attributes
- Professional appearance and attitude.
- High level of accuracy and attention to detail.
- Ability to multitask effectively.
- Strong time management skills.
- Ability to prioritise work under pressure.
- Resourcefulness and initiative in solving problems.
- Dependability and reliability.