Receptionist

NMG Benefits; Durban; On-site; ZAR 50,000 - 200,000; Full time

Job summary

A financial services firm in Durban is seeking an Office Support Coordinator/Receptionist to manage daily operations, coordinate events, and oversee administrative functions. The ideal candidate has 3-5 years of relevant experience, strong organizational skills, and proficiency in Microsoft Office. This role requires excellent communication skills and the ability to handle procurement and security tasks, ensuring the efficiency of the workplace.

Qualifications

• 3-5 years of relevant experience in office administration, facilities coordination, or event management.
• Experience handling procurement, service provider liaison, and security-related tasks preferred.

Responsibilities

• Ensure smooth daily operations within the office environment.
• Manage administrative functions, coordinating events and overseeing procurement.
• Handle security concerns and liaise with service providers.

Skills

Strong organisational and multitasking abilities

Excellent communication and problem-solving skills

Ability to liaise effectively with service providers and stakeholders

Knowledge of security protocols and facilities management

Proficiency in Microsoft Office and administrative systems

Education

Diploma or Degree in Business Administration or related field

Job description

ROLE OVERVIEW

The Office Support Coordinator/Receptionist is responsible for ensuring smooth daily operations within the office environment, managing administrative functions, coordinating events, overseeing procurement, handling security concerns, and liaising with service providers. This role supports the organisation’s efficiency by facilitating essential tasks while maintaining a well-functioning workplace.

KEY RESPONSIBILITIES

Administrative & Frontline Support

• Welcome visitors and clients and assist with deliveries
• Manage the Durban office switchboard
• Coordinate and manage flight, accommodation, and car hire bookings, including renewals and road show venues
• Travel cellphone and reimbursement claims
• Compile Staff Travel Advice forms and maintain expenditure budgets for travel
• Assist new employees with system setup, IT coordination, and onboarding into their division
• Process user exit forms and notify Operations for departing employees
• Manage courier packages
• Manage boardroom bookings for meetings and training sessions

Events Coordination

• Organise corporate events, including seminars, team-building activities, and industry forums
• Maintain expenditure budgets for planned events
• Manage event logistics such as catering and venue coordination
• Distribute and collate Executive CRM Surveys and report event outcomes

Training & Records Management

• Schedule scheme accreditation and staff training workshops, including payment processing
• Track training attendance for KRA compliance and forward records to HR
• Coordinate payments of RE exams, Courses, University fees etc
• Maintain leave records for Durban and PE staff

Financial & Procurement Responsibilities

• Manage procurement for office supplies, stationery, kitchen necessities, mineral water, and corporate gifts
• Oversee stock taking and stock control for facility supplies
• Arrange company flower orders and purchase furniture while updating the asset register
• Compile and process Health Care purchase requisitions, proof of payments, and invoices to clients
• Process payments on P2P

Security & Facilities Management

• Partner with the Property Manager on security matters
• Liaise with onsite Security Services regarding security incidents
• Administer access card management and ensure the alarm system is operational
• Coordinate armed response services for after-hours alarm activation
• Identify and address potential security risks

People Management

• Manage cleaning staff to ensure consistent daily operations
• Maintain staff records, manage correspondence distribution, and update internal databases
• Oversee and report private telephone accounts for employees
• Ensure that staff list is updated
• Manage and report on various operational projects and events

REQUIREMENTS

Experience

• 3-5 years of relevant experience in office administration, facilities coordination, or event management
• Experience handling procurement, service provider liaison, and security-related tasks preferred

Skills

• Strong organisational and multitasking abilities
• Excellent communication and problem-solving skills
• Ability to liaise effectively with service providers and stakeholders
• Knowledge of security protocols and facilities management
• Proficiency in Microsoft Office and administrative systems

Preferred Qualifications

Education:

• Diploma or Degree in Business Administration, Office Management/ related field or studying towards a relevant qualification

Additional Information

Work Environment:

• Office-based role with occasional travel for event coordination and external meetings
• Interaction with internal teams, external service providers, and stakeholders
• Fast-paced environment requiring proactive management of multiple responsibilities

ABOUT US

At NMG Benefits, we are driven by a simple yet powerful philosophy: Finding a Better Way. This commitment shapes everything we do, from consulting to crafting innovative solutions for brighter financial futures. Our expertise spans consulting, actuarial, and administration services in healthcare and retirement fund environments, enhanced by personalised financial planning for individuals. This comprehensive approach enables us to deliver seamless, end-to-end solutions tailored to the needs of employers and their employees.

We encourage our clients to view employee benefits through an actuarial lens, fostering policies that drive productivity, loyalty, and engagement. Our focus is on protecting the financial security of employees while ensuring the long-term stability of the organisations they serve - building enduring and successful partnerships.

At NMG, our leadership and team recognise the privilege and trust placed in us to safeguard our clients' financial wellbeing. We’re proud to be the trusted advisors of over 50 blue-chip South African companies, guiding their strategies with insights that inspire confidence and results.