Office Administrator/Receptionist

4 weeks ago

Cape Town, South Africa Hoaeane Consulting Full time

Designation

Office Administrator/Receptionist

Date of vacancy

Immediate

Department

Biocult

Geographic Area

Somerset West

Job Grade

CL

Purpose of the job

  • To professionally represent Plant Health as the first point of contact with clients, Crop Advisors and Depots of the business.
  • Perform essential front desk administrative duties including answering phone calls, receive and direct guests to their specific destinations, ordering of non-stock items such as stationery and groceries.
  • Perform ad hoc finance duties
  • Perform data capturing duties for various departments

Requiredoutputs: Functional

Reception/Switchboard Greet walk-in clients and/or visitors and ensure they are comfortable whilst waiting for their scheduled appointment; greet, welcome and ensure guests are comfortable whilst waiting for their scheduled appointment; notify company personnel of arrival of visitor; direct or escort visitors appropriately to specific destinations when requested to do so; operate switchboard for all Plant Health sites by answering the telephone professionally, screening or forwarding calls, providing information and taking messages or scheduling appointments.

Front Desk Administrative Duties Book, maintain and manage boardrooms for all sites; assist with ordering of food and refreshments for meetings upon request; file and maintain records; collect, sort, distribute, prepare mail, messages and courier deliveries locally and internationally; source best prices for stationery, groceries and cartridges including placing of orders for the non-stock items and assume control and maintenance thereof; assist with ad hoc duties.

Petty Cash Handling and Management Responsible for all petty cash disbursements; summarising petty cash expenses, reimbursements, claims, disbursements, etc. to ensure payment amounts, records and supporting documents are correct with zero discrepancies; prepare reconciliation to be submitted with request for reimbursement.

Finance Duties create purchase requisitions on ERP system (Syspro/SAP), capture weekly payments and create supplier payment records on Standard Bank Business Online Banking.

Data Capturing capture data in MS Excel for various departments as required.

Organogram

Qualifications and expertise required (Must)

  • Minimum educational requirement Grade 12
  • Certificate or diploma in office administration or relevant field.
  • Certificate or diploma in telephone etiquette advantageous.
  • Minimum 3 years administrative experience or experience as a front line

Receptionist with proven efficiency in operating a multi-line switchboard.

  • Previous sourcing and procurement experience advantageous.
  • Must be well presented with a positive attitude whether over the phone or in person
  • Must be professional, service orientated, open-minded, friendly, careful and diligent, empathetic and patient and always in control of emotions and actions.

Competencies(skills,knowledgeandcharacteristics).

  • Safety orientated
  • Presenting and communicating (verbal and written)
  • Planning, organising and multi-tasking
  • Critical thinking, decision making and inter-personal skills
  • Working with people and work standards
  • Relating and networking
  • Coping with pressures and setbacks
  • Good listening skills and attention to detail

Applicable

X X X

X X X

  • Ability to capably deal with customers and queries in a courteous and professional manner.
  • Ability to operate a switchboard effectively and efficiently using professional telephone etiquette.
  • Must be bilingual in both English and Afrikaans due to the nature of the companys

customer base.

  • Knowledge of SHEQ Management Systems requirements/standards advantageous.
  • Proficiency in MS Office (Excel/Word/PowerPoint and Outlook).
  • Knowledge of ERP systems (Syspro/SAP) is a prerequisite
  • Knowledge of Business Online bank platform (e.g. Standard Bank Business Online Banking) and basic numeric proficiencies is required.
  • Must be structured and able to prioritise duties and able to work under pressure.
  • Ability to analyse situations accurately and exercise good judgement in taking effective action.
  • Ability to establish and maintain co-operative working relationships with clients, management and all employees.
  • Ability to work in a multi-disciplinary environment.
  • Know the importance of being confidential and discreet with company information
  • Customer service orientated
  • Problem solving and numeric proficiency
  • Initiative and discretion
  • Time management
  • Following instructions and procedures
  • Tact, patience and courtesy
  • Teamwork

X X X X X

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