Receptionist / Admin Assistant

Ultra Pharmaceutical and Medical Placements; Pretoria; On-site; ZAR 120 000 - 240 000; Full time

Job summary

An established industry player is seeking a Receptionist/Admin Assistant to join their dynamic team in Pretoria. This role is vital for managing front-line interactions and providing comprehensive administrative support across various departments. You will be the welcoming face of the organization, responsible for handling communications, maintaining office operations, and assisting with financial tasks. If you have strong organizational skills and a passion for customer service, this opportunity offers a chance to thrive in a supportive environment while contributing to the smooth functioning of a reputable medical device supplier. Join a team where your efforts will be valued and make a real impact.

Qualifications

• 2-3 years experience in reception or administrative role is essential.
• Familiarity with invoicing and managing office supplies preferred.

Responsibilities

• Manage front-line interactions and provide administrative support.
• Handle communications, maintain records, and manage office supplies.
• Assist with procurement and financial tasks, ensuring compliance.

Skills

Communication Skills

Organizational Skills

Time Management

Customer Service

Attention to Detail

Education

Grade 12 / Matric Certificate

Relevant diploma or certificate in Office Administration

Tools

Microsoft Office Suite

Email Communication Tools

Job description

Medical device supplier company based in Pretoria is looking for a Receptionist / Admin 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.
6. Answering incoming calls & transferring calls as necessary.
7. Taking and ensuring messages are passed to the appropriate staff member in time.
8. Petty Cash Management.
9. Assisting daily with Client queries.
10. Ordering and controlling of office supplies (stationary & refreshments).
11. Supplying Warehouse Department with Picking Slip.
12. Handling correspondence received via email.
13. Sharing Couriers POD’s with Clients on WhatsApp Groups.
14. Following up & booking Supplier Shipments.
15. Recording and filing Company Expense receipts.
16. Maintaining Leave application and register electronic system.
17. Assisting the Accounts department with quotations, sales orders, Pick slips, and invoicing.
18. Assisting Warehouse with filing.
19. Assisting with tenders as well as group and product registrations.
20. Adhering to ISO / Health and Safety register requirements.
21. Adhering to PPE requirements (Safety Shoes in the warehouse).
22. Signing off General Cleaning Register.
23. Managing of POPI.
24. Handling invoice inquiries from Hospitals.
25. Sending and following up payments to service providers with Director.
26. Booking & tracking Directors Personal Courier.
27. Booking travel and accommodation.
28. Assisting Director with month-end preparation (commission spreadsheet, Statements, etc).

Education & Qualifications:

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