Reception and Office Manager

2 months ago

Cape Town, 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 front-desk 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 super-users 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,
- Hands-on 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,
- Multi-tasking and time-management 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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