Reception and Office Management Administrator

3 weeks ago

Cape Town, South Africa Unique Personnel Full time

**Job Number**
- 70944

**Job Type**
- Permanent

**Job Title**
- Reception and Office Management Administrator

**Computer Skills**
- MS Excel,MS Outlook,MS PowerPoint,MS Word,CRM system

**Industry**
- Food

**City**
- Cape Town

**Province**
- Western Cape

**Position Purpose**
- Portray our premium image to the outside world by answering phone calls and welcoming visitors in the most professional manner. Manage our front desk on a daily basis, keeping facilities spotless and in working condition, as well as perform a variety of administrative and clerical tasks.- Additionally, be in control of all office affairs which include but are not limited to; stock ordering for our product room, maintenance of the filing record room, all office-related orders (food, stationary and related items).**Key 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;

**Personal Characteristics**
- 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; and
- Able to grow with the level of responsibilities and with the size and structure of the business.**Inherent Requirements**

**Requirements**:

- 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

**What Qualification**

**Minimum Qualification**
- Any

**Status**
- Available

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