Office Administrator/receptionist

4 days ago

Somerset West, South Africa AECI Full time

Reception/Switchboard - Greet walk-in clients and/or visitors and ensure they are comfortable whilst waiting for their scheduled appointment; greet, welcome and ensure guests are comfortable whilst waiting for their scheduled appointment; notify company personnel of arrival of visitor; direct or escort visitors appropriately to specific destinations when requested to do so; operate switchboard for all AECI Plant Health sites by answering the telephone professionally, screening or forwarding calls, providing information and taking messages or scheduling appointments.
- Front Desk Administrative Duties - Book, maintain and manage boardrooms for all sites; assist with ordering of food and refreshments for meetings upon request; file and maintain records; collect, sort, distribute, prepare mail, messages and courier deliveries locally and internationally; source best prices for stationery, groceries and cartridges including placing of orders for the non-stock items and assume control and maintenance thereof; assist with ad hoc duties.
- Petty Cash Handling and Management - Responsible for all petty cash disbursements; summarising petty cash expenses, reimbursements, claims, disbursements, etc to ensure payment amounts, records and supporting documents are correct with zero discrepancies; prepare reconciliation to be submitted with request for reimbursement.
- Finance Duties - create purchase requisitions on ERP system (Syspro/SAP), capture weekly payments and create supplier payment records on Standard Bank Business Online Banking.
- Data Capturing - capture data in MS Excel for various departments as required.

**Qualifications & Experience**:

- Minimum educational requirement Grade 12
- Certificate or diploma in office administration or relevant field.
- Certificate or diploma in telephone etiquette advantageous.
- Minimum 3 years’ administrative experience or experience as a front line Receptionist with proven efficiency in operating a multi-line switchboard.
- Previous sourcing and procurement experience advantageous.
- Must be well presented with a positive attitude whether over the phone or in person
- Must be professional, service orientated, open-minded, friendly, careful and diligent, empathetic and patient and always in control of emotions and actions.
- Ability to capably deal with customers and queries in a courteous and professional manner.
- Ability to operate a switchboard effectively and efficiently using professional telephone etiquette.
- Must be bilingual in both English and Afrikaans due to the nature of the company’s customer base.
- Knowledge of SHEQ Management Systems requirements/standards advantageous.
- Proficiency in MS Office (Excel/Word/PowerPoint and Outlook).
- Knowledge of ERP systems (Syspro/SAP) is a prerequisite
- Knowledge of Business Online bank platform (e.g. Standard Bank Business Online Banking) and basic numeric proficiencies is required.
- Must be structured and able to prioritise duties and able to work under pressure.
- Ability to analyse situations accurately and exercise good judgement in taking effective action.
- Ability to establish and maintain co-operative working relationships with clients, management and all employees.
- Ability to work in a multi-disciplinary environment.
- Know the importance of being confidential and discreet with company information
- Customer service orientated

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