Reception and Administration Assistant

5 days ago


Pretoria, Gauteng, South Africa Ananzi Full time
Job Description

We are seeking a highly skilled and experienced Reception and Administration Assistant to join our team. The successful candidate will be responsible for providing exceptional administrative support to our staff and clients.

Main Responsibilities
  • Communication and Correspondence:
    • Answering and Managing Calls: Handling incoming calls, taking messages, and directing calls to the appropriate extensions.
    • Email Management: Sorting, distributing, and responding to emails.
    • Mail Handling: Receiving, sorting, and distributing incoming mail and packages; preparing outgoing mail.
  • Front Desk Management:
    • Greeting Visitors: Welcoming clients, customers, and other visitors in a professional and friendly manner.
    • Visitor Management: Visitor screening and ensuring security protocols are followed.
    • Answering Inquiries: Providing information to visitors and directing them to the appropriate person or department.
    • Maintaining Reception Area: Keeping the reception area tidy and organized, ensuring it presents a positive image of the company.
  • Maintaining General Office Area: Ensuring that the entire office is clean and organized on a daily basis.
  • Administrative Tasks:
    • Scheduling and Appointments: Scheduling meetings, booking conference/boardrooms, and managing calendars.
    • Data Entry and Record Keeping: Entering data into computer systems, maintaining records, and filing documents.
    • Ordering Supplies: Monitoring office supplies and placing orders when necessary.
    • Preparing Documents: Creating and formatting documents, such as letters, memos, and reports on request.
    • Travel Arrangements: Booking travel and accommodation for staff.
    • Basic Accounting: Processing invoices and expenses.
    • Co-ordinate Meetings: Coordinating multiple internal and external meetings with ease and efficiency.
  • Other Duties:
    • Providing refreshments: Offering tea, coffee, or other refreshments to visitors and arranging meeting snacks when required.
    • Handling complaints: Addressing visitor complaints or concerns in a professional manner.
    • Liaising with other departments: Communicating with other departments to ensure smooth operations.
    • Assisting with events: Helping to organize company events or meetings.


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