Receptionist – Administration Assistant

JOB PURPOSE

The Receptionist – Administration Assistant projects a positive image of the Authority by receiving, welcoming and directing visitors and callers in a professional and courteous manner. The incumbent provides front office and administrative support while assisting with day-to-day facilities upkeep, front desk supplies and stores inventory, and fleet administration, reporting to the Facilities Coordinator to ensure smooth operation of support services.

JOB RESPONSIBILITIES

Front Office & Reception
• Receive, greet and direct visitors, clients, and vendors in a professional and welcoming manner, maintaining a tidy reception area.
• Operate and maintain the Authority’s telephone system: receive, screen and route incoming calls, take messages, and report system faults to the relevant service provider.
• Coordinate meeting room bookings and ensure rooms are prepared ahead of meetings.
• Prepare and circulate monthly telephone usage reports/ bills to departments.

Facilities Support
• Conduct routine facility walkthroughs to check cleanliness and identify repair or maintenance needs, escalating findings to the Facilities Coordinator.
• Log facilities maintenance requests, escort external repair technicians, and monitor completion with service providers.
• Monitor and maintain facilities storage inventory and front desk supplies (office, kitchen and cleaning consumables); initiate replenishment requests in line with procurement procedures.
• Assist with workspace set-up for onboarding employees.

Fleet Administration support
• Facilitate the disbursement of vehicles to officers and support day-to-day management of the fleet.
• Manage vehicle keys, logbooks and driver authorisation forms.
• Conduct weekly inspection of company vehicles for cleanliness, fuel levels and visible damage.

General Administration
• Assist the Line Manager with routine reports, records and follow-up of administrative action items.
• Maintain electronic and physical filing systems for reception and facilities records.
• Monitor reception and front-desk service standards and recommend improvements to enhance customer service

MINIMUM QUALIFICATIONS & EXPERIENCE

• Certificate in Office Administration, Business Administration, Secretarial Studies, Office Management or Front Office Operations from a recognised institution.
• Added advantage: Diploma in a related discipline.
• At least 2 years’ experience as a receptionist, front desk, or facilities/administrative support role.
• Valid, clean Driver’s License – Class B.
• Intermediate proficiency in MS Office.

COMPETENCIES

Professionalism: Models and enforces professional standards across the unit and organisation, Accountability and Reliability: Consistently deliver quality results, manage their workload independently, and hold themselves accountable for outcomes, Stakeholder Management: Manages stakeholder expectations, builds trust, and ensures effective communication to align interests, Collaboration and Teamwork , Front Desk Operations Management , Telephone and Call Handling , Office Information Management , Scheduling and Calendar Management , Visitor and Access Control , Vehicle and Dispatch Logistics , Attention to Detail , Health and Safety Awareness

If you believe that you have the above capabilities, meet the minimum requirements, and would like to grow with BoMRA, kindly send your application, latest CV, certified copies of certificates, and two (2) current referees’ details to: recruitment@bomra.co.bw

Closing Date for Submission: 18 September 2026. Only shortlisted candidates will be contacted.