Receptionist / Administration Assistant

RJ Recruitment SA; Pretoria; On-site; ZAR 120 000 - 240 000; Full time

Job summary

An established industry player is seeking a dynamic Receptionist / Administrative Assistant to manage front-desk activities and provide exceptional customer service. This role involves supporting medical and short-term insurance clients, ensuring smooth office operations, and maintaining organized filing systems. The ideal candidate will possess strong communication and organizational skills, with a friendly demeanor to create a welcoming environment. Join a collaborative team where your contributions will enhance client experiences and support vital administrative functions.

Qualifications

• Previous experience in reception or administrative roles, preferably in insurance or medical office.
• Strong multitasking abilities with excellent verbal and written communication skills.

Responsibilities

• Manage front-desk activities, including client follow-ups and administrative tasks.
• Organize and maintain filing systems and assist with scheduling appointments.

Skills

Customer Service

Communication Skills

Organizational Skills

Multitasking

Attention to Detail

Education

High School Diploma

Further Education in Office Administration

Tools

Microsoft Office Suite

Insurance Software

Job description

Job Title : Receptionist / Administrative Assistant

Job Summary :

The Receptionist / Administrative Assistant will be responsible for managing front-desk activities, including client follow-ups, assisting with administrative tasks such as filing, and supporting medical and short-term insurance clients. The role involves providing excellent customer service and ensuring smooth office operations.

Key Responsibilities :

1. Front Desk Management :
   • Answer incoming calls and greet clients in a professional, friendly manner.
   • Handle inquiries and direct calls or visitors to appropriate departments or staff members.
2. Filing and Documentation :
   • Organize and maintain both physical and electronic filing systems.
   • Ensure that all client files are up to date and confidentially stored.
   • Assist with scanning, photocopying, and archiving important documents.
3. Client Follow-Ups :
   • Follow up with medical and short-term insurance clients regarding pending documentation or additional information needed.
   • Assist with scheduling appointments for medical assessments or insurance consultations.
   • Update clients on the status of their insurance claims or applications.
4. Administrative Support :
   • Support management with various administrative tasks such as data entry, correspondence, and report generation.
   • Monitor and order office supplies to maintain a well-stocked office.
5. Coordination with Insurance Teams :
   • Collaborate with medical and short-term insurance teams to ensure seamless client communication and service delivery.
   • Assist with processing insurance claims, quotations, and renewals as needed.
6. Other Duties :
   • Perform other reception and administrative duties as assigned.
   • Ensure the reception area is tidy, welcoming, and equipped with necessary resources (brochures, forms, etc.).

Key Skills and Qualifications :

1. Education : High school diploma or equivalent; further education in office administration or insurance would be beneficial.
2. Experience : Previous experience in reception, customer service, or administrative roles, preferably in an insurance or medical office.
3. Technical Skills : Proficiency in Microsoft Office Suite (Word, Excel, Outlook); knowledge of office management systems and insurance software is a plus.
4. Communication Skills : Excellent verbal and written communication skills.
5. Organizational Skills : Strong multitasking abilities, attention to detail, and time management.
6. Interpersonal Skills : Friendly, professional demeanor with excellent customer service skills.
7. Confidentiality : Ability to handle sensitive and confidential information appropriately.