Office Assistant jobs in South Africa

Line of Service

Internal Firm Services

Industry/Sector

Not Applicable

Specialism

IFS Internal Firm Services Other

Management Level

Associate

Job Description & Summary

To handle reception area activities.
Serves as the first point of contact with the firm and the office for visitors and callers.
Handle all internal and external inquiries and carry out administrative activities of the front office.

Financial
Adhere to the allocated budget for the administrative function of the office.

Customer
Greet visitors, arrange relevant passes, and ensure all callers and visitors are dealt with promptly, courteously, and accurately.
Ensure visitors are made comfortable, met on a timely basis by their host, shown to the appropriate room, and assisted with parking if relevant.

Internal Process
Floorhost responsibilities include:

1. Managing floor operations (e.g., cleaning, FM meeting rooms, hourly floor checks).
2. Filling up the CAFM form/App for any facilities/maintenance issues.
3. Checking meeting room bookings the day before for any discrepancies and liaising with staff directly or advising Central Floorhost.
4. Dealing with daily issues if EA cannot handle.
5. Checking occupancy against bookings on assigned floor/s.
6. Sitting at floor host receptions when not on cover.
7. Maintaining visitor logs.
8. Managing Parking Validators Logs.
9. Coordinating with mailroom for outside delivery/courier services with the help of Office administrators.
10. Performing general maintenance of the reception area.
11. Coordinating with Security where relevant.
12. Acting in accordance with regulations.
13. Performing other administrative duties as required (e.g., issuing PwC access cards).
14. Answering queries from visitors and callers and referring them to the appropriate person.
15. Acting as a key resource and liaison to other functional areas of the business, building cross-functional relationships as needed.

Learning and Growth
Work towards being a high-quality internal service provider and ensure that all administrative support requirements are being met.

Education
High school certificate (equivalent) or Bachelor's degree.

Language
Fluency in spoken and written English; proficiency in Arabic is an advantage; French is a plus.

Overall Experience
Minimum of 3 years of experience in a customer service-related role such as front desk or receptionist role.

Specific Skills
Experience with a professional services firm is an advantage.

Knowledge and Skills
Strong organizational skills, excellent oral communication and interpersonal skills, professional telephone manner, ability to work under pressure, initiative, team player, warm, friendly, and professional demeanor, basic PC skills on Excel and Word, basic keyboard skills (at least 25 wpm).