Receptionist / Admin Assistant

Job Title: Receptionist and Administrative Assistant

The Receptionist and Administrative Assistant is responsible for managing the organisation's front-line interactions and providing comprehensive administrative support to various departments.

This role includes welcoming visitors, handling incoming and outgoing communications, and maintaining the smooth functioning of office operations.

Key responsibilities include:

1. Managing meeting room schedules
2. Supporting procurement and financial tasks
3. Maintaining accurate records
4. Coordinating courier logistics
5. Ensuring compliance with health, safety, and ISO standards

This position requires excellent communication skills, attention to detail, and the ability to multitask effectively.

The role also supports the Director with personal and business-related tasks, month-end preparations, and travel arrangements to ensure operational efficiency across the organisation.

Additional responsibilities include:

• Answering incoming calls & transferring calls as necessary
• Taking and passing messages to the appropriate staff
• Managing petty cash
• Assisting with client queries
• Ordering and controlling office supplies (stationery & refreshments)
• Providing the Warehouse Department with Picking Slips
• Handling email correspondence
• Sharing courier PODs with clients via WhatsApp groups
• Following up on supplier shipments and bookings
• Recording and filing company expense receipts
• Maintaining leave applications and electronic registers
• Assisting the Accounts department with quotations, sales orders, and invoicing
• Filing for the Warehouse
• Supporting tenders, group, and product registrations
• Adhering to ISO, health, and safety register requirements
• Following PPE requirements (e.g., safety shoes in the warehouse)
• Signing off on the general cleaning register
• Managing POPI compliance
• Handling invoice inquiries from hospitals
• Following up on payments with the Director
• Booking and tracking the Director’s personal courier services
• Booking travel and accommodation
• Supporting the Director with month-end preparations (e.g., commission spreadsheets, statements)

Education & Qualifications:

• Grade 12 / Matric Certificate (essential)
• Relevant diploma or certificate in Office Administration, Business Management, or related field (advantageous)
• At least 2-3 years of experience in a reception or administrative role
• Experience managing office supplies, petty cash, and correspondence
• Familiarity with tender submissions, invoicing, and quotations (preferred)