Front Desk & Office Operations Coordinator

Envoy Global; Cape Town; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Envoy Global is seeking a proactive Receptionist & Office Administrator to join our IBN team in Cape Town, South Africa. This in-office role requires a warm, organized communicator who can multitask and support multiple departments while maintaining an efficient front desk.

Reporting to the Office Manager, you will monitor calls, greet visitors, manage travel and logistics, process invoices via SAGE, and uphold data accuracy with digital document systems.

Qualifications

• Proven experience in receptionist and/or office administration roles.
• Proficiency in MS Office Suite, phone systems, and office equipment (printers, scanners, copiers).
• Strong organizational and multitasking abilities in a fast-paced environment.
• Excellent verbal and written communication skills with a professional demeanor.
• Ability to handle confidential information with discretion and integrity.
• Familiarity with invoicing tools such as SAGE and digital platforms like DocuSign.
• Experience in managing travel arrangements and coordinating logistics for meetings or events.
• Basic understanding of expense tracking and budget adherence.
• Ability to maintain a clean and welcoming reception area and office space.
• Skilled in managing inventory and liaising with vendors for timely procurement.
• Comfortable with digital document management systems and version control practices.
• Strong problem-solving skills and ability to remain calm under pressure.
• Willingness to collaborate with cross-functional teams and support colleagues proactively.
• Attention to detail and commitment to maintaining high standards of accuracy.
• Flexibility to adapt to changing priorities and take initiative in improving processes.
• 2-4 years of experience in a customer facing office management role

Responsibilities

• Monitor call response times, reduce abandonment rates, and resolve queries without transfers.
• Welcome and manage visitors efficiently, minimize wait times, and collect satisfaction feedback.
• Streamline check-in/check-out processes, provide accurate information, and respond promptly to inquiries.
• Schedule appointments effectively and reduce no-show rates.
• Communicate professionally and clearly in both verbal and written formats, ensuring positive feedback.
• Handle unexpected situations calmly and handle issues appropriately when necessary.
• Maintain a clean, organized reception area with readily available informational materials.
• Operate phone systems, office software, and equipment like printers, scanners, and copiers proficiently.
• Collaborate smoothly with colleagues and offer assistance to support seamless operations.
• Track and report expenses accurately, adhere to budget guidelines, implement cost-saving initiatives, and issue invoices via SAGE.
• Monitor inventory, restock supplies timely, and manage vendor relationships effectively.
• Respond to maintenance requests promptly, follow schedules, and ensure office cleanliness and functionality.
• Organize travel arrangements efficiently, process reimbursements on time, and manage logistics for meetings and events.
• Maintain organized filing systems, implement digital document solutions, and ensure document security and version control.
• Respond to emails and inquiries professionally and distribute internal updates effectively.
• Ensure data accuracy, generate regular and ad hoc reports, and use insights to identify trends.
• Identify workflow bottlenecks, implement process improvements, and measure impact on office efficiency.

Skills

Customer facing

Communication

Organizational skills

Tools

MS Office Suite

Phone systems

Printers/Scanners/Copiers

SAGE

DocuSign

Job description

Envoy Global is seeking a proactive Receptionist & Office Administrator to join our IBN team in Cape Town, South Africa. This in-office role requires a warm, organized communicator who can multitask and support multiple departments while maintaining an efficient front desk.

Reporting to the Office Manager, you will monitor calls, greet visitors, manage travel and logistics, process invoices via SAGE, and uphold data accuracy with digital document systems.