Reception and Office Manager

2 weeks ago

Cape Town, Western Cape, South Africa Recruitment Matters Africa Full time

Our client is looking for a Reception and Office Manager to portray their premium image to the outside world by answering phone calls and welcoming visitors in the most professional manner.

Manage their front desk on a daily basis, keeping facilities spotless and in working condition, as well as perform a variety of administrative and clerical tasks.


Responsibilities

  • Manage all incoming correspondence on CRM and ensure a quick response time;
  • Attend to donation requests incoming from the CRM system;
  • Manage and respond timeously to customer complaints/enquiries and Compliments via the CRM system;
  • Management of office stationery and kitchen supplies;
  • Handling of all courier and postal services;
  • Handling of petty cash;
  • Offer administrative support across the organization;
  • Coordinate frontdesk activities, including distributing correspondence and redirecting phone calls;
  • Greet and welcome guests as soon as they arrive at the office;
  • Direct visitors to the appropriate person and office;
  • Answer, screen and forward incoming phone calls;
  • Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures);
  • Receive, sort and distribute daily mail/deliveries;
  • Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor parking codes);
  • Order front office supplies and keep inventory of stock;
  • Update calendars and schedule meetings when needed;
  • Prepare vouchers;
  • Keep updated records of office expenses and costs;
  • Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing;
  • Provide overall support and manage office related topics such as stationary orders, office equipment maintenance contracts and weekly reoccurring orders, including office lunches and daily/weekly fruit purchases;
  • Coordination and arrangement of meetings or conferences;
  • Support the various teams with filing and archiving to ensure efficiency and maintain compliance with internal and external policies;
  • Support Executive team with agendas, travel plans and appointments;
  • Function as one of the superusers for our travel booking platform (TravelIT), for internal and external bookings;

Key Skills:

  • Proven work experience as a Receptionist, Front Office Representative or similar role,
  • Proficiency in Microsoft Office Suite,
  • Handson experience with office equipment (e.g. fax machines and printers),
  • Professional attitude and appearance,
  • Solid written and verbal communication skills,
  • Ability to be resourceful and proactive when issues arise,
  • Excellent organizational skills,
  • Multitasking and timemanagement skills, with the ability to prioritize tasks,
  • Customer service focused,
  • Attention to detail,
  • Able to grow with the level of responsibilities and with the size and structure of the business,

Qualifications:

  • Minimum of two years of working experience in an office environment;
  • Knowledge of Microsoft Office package (mainly Outlook, Word, PowerPoint and Excel);
  • Advanced knowledge of business English (written and spoken)
  • Additional certification in Front Desk management/reception is a plus

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