Administrative Support Specialist

2 months ago

Cape Town, Western Cape, South Africa Milkor Integrated System Full time
Job Summary:

The Receptionist at Milkor Integrated Systems serves as the primary point of contact for visitors and clients, overseeing front desk operations, scheduling meetings, and providing administrative support across departments. This role demands strong communication skills, attention to detail, and the ability to handle sensitive information while maintaining a professional and welcoming environment.

Key Responsibilities:
  • Greet and welcome visitors in a professional and friendly manner, ensuring they sign in and are directed to the appropriate personnel or department.
  • Assist clients in navigating the office.
  • Answer, screen, and direct incoming calls via the switchboard, ensuring that calls are routed to the appropriate individuals or departments, taking messages and providing information when necessary.
  • Manage the scheduling of meetings and appointments, including assisting Senior and Line Managers with booking of meeting rooms.
  • Daily capture of time and attendance.
  • Ensure the visitor register is properly completed and filed for record-keeping purposes.
  • Ensure all visitors have completed the required Non-Disclosure Agreement document before entering the premises.
  • Maintain security by following procedures, monitoring visitor logs, and issuing visitor badges.
  • Perform general ad-hoc administrative duties such as data entry, filing, scanning, photocopying, and assisting with various tasks, including taking minutes of meetings and providing additional support as needed.
  • Liaise with the travel agent to assist with travel arrangements, including booking flights, accommodation, and transportation for employees and visitors.
  • Assist with administrative tasks for other departments like loading purchase orders into the internal system.
  • Ensure the reception, training rooms, and meeting rooms are kept tidy and clean by coordinating with the cleaning staff, while also preparing these rooms for meetings and training sessions in collaboration with procurement.

Requirements:
  • Matric certificate. Additional certification in office administration is a plus.
  • At least 3 years' experience as a receptionist, preferably in the aerospace, defence, or technical industries.
  • Own transport
  • Proficient in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).

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