Receptionist /office Administrator - Cape Town

2 weeks ago

Cape Town, South Africa Performer Recruitment Full time

**Introduction**

Our client a premium liquor distributor, known for their commitment to excellence and passion for delivering top-quality products, is seeking a dedicated and organized Receptionist/Office Administrator to join their team.

In this role, you will be responsible for managing the activities of the reception area at the Head Office in the Southern Suburbs of Cape Town, ensuring a welcoming environment, and providing essential administrative support to keep the office running smoothly.

**Duties & Responsibilities**

The Key KPA’s for this role include (but are not limited to):
1. **Receiving of calls and visitors**
- Answer phones in a professional manner, and routing calls as necessary.
- Greet clients and visitors with a positive, helpful attitude.
- Assist clients and visitors in finding their way around the office.
- Offer guests hot beverages.
- Ensure that guests know where to park.

**2. Administrative and Other Duties**
- Schedule appointments and maintain conference room schedule.
- Review meeting room schedule and ensure boardrooms are cleared and ready for new meetings.
- Receive deliveries.
- Prepare vouchers.
- Manage the security system and ensure that users are on-boarded on security access.
- Ensure that all new starters have been provided with keys / remote access etc.
- Perform typing, file data, and perform other routine clerical tasks as assigned and for other departments as needed.
- Order, monitor, distribute and restock office supplies.
- Maintain a list of all office supply costs and adequately maintain budgets.
- Manage budgets, expenses, and financial records related to office operations.
- Operate a variety of standard office machines.
- Receive and send out messenger/courier items, and ensure courier items are correctly marked e.g., fragile.
- Stock kitchen with necessary supplies, and order meals.
- Monitor, reconcile and order staff stock, as per stock allocation.

**3. Office Management**
- Maintain the office condition and arranging necessary repairs and installations.
- Maintain office policies and managing health and safety procedures.
- Liaise with vendors and suppliers and clients.
- Oversee office services like cleaners and maintenance service providers.
- Monitor cleaning staff to ensuring the premises is kept clean and tidy and report any issues.

**4. Travel and company event arrangements**
- Handle travel arrangements for the business, as required.
- Plan and coordinate in-house or off-site activities, like parties, celebrations, and conferences.
- Reconcile and assign travel bookings made by person, function and travel type to supplier statement.

**Requirements and Qualifications**:

- Proven experience as an Office Manager, Front Office, or Administrative Assistant / Office manager
- Minimum N3/Matric
- Excellent computer skills, including a high degree of proficiency in Microsoft Word, Excel, Outlook, and PowerPoint
- Maintain a positive attitude and friendly demeanor
- Strong organizational and planning skills in a fast-paced environment
- Sound interpersonal skills
- Team player and ability to work independently using initiative.
- Excellent verbal communication
- Good telephone communication etiquette
- Organized and resourceful
- Customer-focused
- Active listener
- Adept at prioritizing, scheduling, and multitasking

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