Administrative Assistant: Reception

University of Fort Hare; Hartswater; On-site; ZAR 150,000 - 210,000; Full time

Job summary

University of Fort Hare invites applications for an Administrative Assistant: Reception. The role focuses on professional reception, admin support, and effective communication with clients, staff and suppliers. As the first point of contact, you will contribute to smooth office operations.

Candidates should have Matric and at least two years in a similar role, strong computer skills and bilingual Afrikaans and English.

Qualifications

• Minimum matric and at least 2 years in a similar role.
• Excellent communication in Afrikaans and English.
• Strong computer skills with Microsoft Office and Uniclox.
• Organized and meticulous in administrative tasks.
• Professional, client-oriented mindset with a positive approach.

Responsibilities

• Telephone and professional handling of all incoming calls and messages.
• Effective liaison with relevant persons and departments; email correspondence.
• General administration: minute taking and meeting planning; document management.
• Courier coordination; key management; handling quotations and supplier liaison.
• Reception of clients; manage retail sales and coordination of orders/promotions.

Skills

Reception experience

Communication (Afrikaans & English)

Organized and meticulous

Client-focused mindset

Microsoft Office proficiency

Education

Matric

Tools

Uniclox

Microsoft Office

Job description

My client, a well established concern is seeking to employ a an Administrative Assistant: Reception with a minimum Matric and at least 2 years experience in a similar role.

The main focus of the role is professional handling of the reception area, administrative support, and effective communication with clients, staff and suppliers. As the first point of contact for visitors, this person plays a key role in the effective functioning of the office and factory.

EXPERIENCE AND QUALIFICATIONS

• At least 2 years of experience in a similar role.
• Strong computer skills (Microsoft, Uniclox)
• Excellent communication skills in Afrikaans and English.
• Organized and meticulous with administrative tasks.
• Professional, client-oriented mindset with a positive approach.

DUTIES

1. Telephone and Communication

• Professional handling of all incoming calls and messages.
• Effective management of the office's cellphone and communication channels.
• Effective liaison with relevant persons and departments.
• Timely and professional handling of email correspondence.

2. Administrative Duties

• Computer skills: Effective use of Excel, Word, PowerPoint and other Microsoft programs.
• General Administration: General administrative tasks, including minute taking and meeting planning.
• Document Management: Printing, organizing files and checking marketing materials.
• Courier Services: Coordinating courier services for sending and receiving packages.
• Key Management: Controlling and keeping records of keys for various departments.
• Quotations: Obtaining and managing quotations
• Security: Forwarding Batton report to security company and reporting deviations. Monitoring Visitor Register.

3. Customer Service and Sales

• Professional reception and welcoming of clients and visitors.
• Management of retail sales and liaison with clients.
• Facilitation of orders for caps, new buyers and vendors.
• Management of the check-out process for crates and bags.
• Coordination of sponsorships and promotions.

4. Personnel Administration

• Permanent staff: Handling of general paperwork, leave, overtime, and Uniclox (hours).
• Seasonal staff: Registration in Uniclox, processing of hours, overtime, taxi forms and reception of new employees.
• Issuance of payslips, warnings and salary inquiries.
• Management of gate access for staff and visitors.

5. Accreditation

• Support management with BRC standards and documentation.
• Ensure compliance with Health and Safety regulations and keep records up to date.