Reception And Office Manager

Recruitment Matters; Cape Town; On-site; ZAR 15 000 - 25 000; Full time

Job summary

An established industry player is seeking a proactive and organized Receptionist to manage front-desk operations and ensure smooth office functionality. This role involves handling correspondence, managing office supplies, and providing essential administrative support. The ideal candidate will have a professional attitude, excellent communication skills, and the ability to multitask effectively. Join a dynamic team where your contributions will enhance the overall efficiency of the organization. If you're ready to take on a rewarding role in a vibrant office environment, this opportunity is perfect for you.

Qualifications

• Minimum of two years of experience in an office environment.
• Proficiency in Microsoft Office, especially Outlook, Word, and Excel.

Responsibilities

• Manage all incoming correspondence and ensure quick response times.
• Coordinate front-desk activities and greet guests upon arrival.
• Support executive team with agendas, travel plans, and appointments.

Skills

Microsoft Office Suite

Office Equipment Handling

Communication Skills

Organizational Skills

Multi-tasking

Proactivity

Education

Two years of office experience

Certification in Front Desk Management

Job description

Manage all incoming correspondence on CRM and ensure a quick response time;

Attend to donation requests incoming from the CRM system;

Manage and respond timeously to customer complaints / enquiries and Compliments via the CRM system;

Management of office stationery and kitchen supplies;

Handling of all courier and postal services;

Handling of petty cash;

Offer administrative support across the organization;

Coordinate front-desk activities, including distributing correspondence and redirecting phone calls;

Greet and welcome guests as soon as they arrive at the office;

Direct visitors to the appropriate person and office;

Answer, screen and forward incoming phone calls;

Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures);

Provide basic and accurate information in-person and via phone / email;

Receive, sort and distribute daily mail / deliveries;

Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor parking codes);

Order front office supplies and keep inventory of stock;

Update calendars and schedule meetings when needed;

Keep updated records of office expenses and costs;

Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing;

Provide overall support and manage office related topics such as stationary orders, office equipment maintenance contracts and weekly reoccurring orders, including office lunches and daily / weekly fruit purchases;

Coordination and arrangement of meetings or conferences;

Support the various teams with filing and archiving to ensure efficiency and maintain compliance with internal and external policies;

Support Executive team with agendas, travel plans and appointments;

Function as one of the super-users for our travel booking platform (TravelIT), for internal and external bookings;

Key Skills :

Proven work experience as a Receptionist, Front Office Representative or similar role,

Proficiency in Microsoft Office Suite,

Hands-on experience with office equipment (e.g. fax machines and printers),

Professional attitude and appearance,

Solid written and verbal communication skills,

Ability to be resourceful and proactive when issues arise,

Excellent organizational skills,

Multi-tasking and time-management skills, with the ability to prioritize tasks,

Able to grow with the level of responsibilities and with the size and structure of the business,

Qualifications :

Minimum of two years of working experience in an office environment;

Knowledge of Microsoft Office package (mainly Outlook, Word, PowerPoint and Excel);

Advanced knowledge of business English (written and spoken)

Additional certification in Front Desk management / reception is a plus