Receptionist and Office Administrator

RecruitMyMom; Cape Town; On-site; ZAR 180,000 - 240,000; Full time

Job summary

RecruitMyMom in Parow, Cape Town seeks a reliable Receptionist and Office Administrator to be the first point of contact for clients and visitors. You will support the Director and team with invoicing, billing administration, and general office management.

The role combines front-office duties with accounting tasks, overseeing supplies, time entries, and IT/admin support. Strong MS Office skills and debt collection experience are essential.

Qualifications

• Matric certificate.
• 2 to 3 years of demonstrated experience as an office administrator or finance clerk.
• Proven debt collection and debtor management experience.
• Experience in a corporate environment with strong personalities.
• Advanced proficiency in Microsoft Office and web-based platforms.
• Clear, concise written and verbal English communication capabilities.
• Willingness to work overtime when operational deadlines dictate.
• Valid Driver’s Licence and access to own reliable transport.
• Secretarial Diploma or Certificate.

Responsibilities

• Billing checklists; initiate client invoices for Director approval and monitor WIP.
• Maintain debtor follow-ups, write-offs, overruns and daily reports.
• Maintain petty cash disbursements, oversee supplier invoices and Hubdoc input.
• Ensure VAT input is correctly claimed in Xero and prepare monthly payment schedules.
• Front office duties: welcome visitors, switchboard, and pristine reception.
• Coordinate maintenance, supplies, and service contractors for equipment.
• Oversee on-site cleaning staff and wage payments.
• Log IT support tickets (Asana), schedule IT maintenance, and support admin.

Skills

Reception & front desk duties

Debt collection

Customer service

English communication

Time management

Education

Matric certificate

Secretarial Diploma or Certificate

Tools

Hubdoc

Xero

ProfSoft

Asana

Microsoft Office

Job description

Parow, Cape Town, South Africa | Posted on 28/10/2026

Recruiting an organised and reliable Receptionist and Office Administrator to ensure the smooth day-to-day running of a business services company. This person will be the first point of contact for clients and visitors, creating a welcoming and professional environment while providing administrative and financial support to the Director and team.

The role combines front-office duties and general office management with invoicing, billing administration and debtor and creditor follow-ups. Responsibilities include managing reception and communications, overseeing office supplies and petty cash, coordinating cleaning staff and maintenance services, and ensuring the office is well maintained and running efficiently.

The successful candidate will also assist with preparing invoices for approval, keeping ProfSoft up to date, monitoring time entries and work in progress, following up on billing overruns and write-offs, maintaining debtor reports and coordinating debit order collections.

Key Responsibilities

Billing & Revenue Administration: Maintain billing checklists, initiate client invoices for Director approval, conduct weekly Work in Progress (WIP) checks in ProfSoft, track write-offs and overruns, execute Three Peaks debit order collections, and manage debtor follow-ups, daily reporting, and blacklisting procedures in accordance with standard operating procedures (SOP).

Financial Control & Supplier Management: Maintain petty cash disbursements and reconciliations; oversee supplier invoices, input data into Hubdoc, ensure input VAT is correctly claimed in Xero, and prepare monthly payment schedules ahead of month-end closures.

Annual Procedures & Costing: Update annual pricelists, apply yearly rate and retainer increases to client accounts, and maintain accurate client records on the PI System and internal databases.

Front Office & Reception Management: Serve as the first point of contact by welcoming guests, serving refreshments, operating switchboard communications, and maintaining pristine presentation across the reception area and boardroom.

Facilities, Supplies & Maintenance Coordination: Monitor and procure office stationery, maintain daily kitchen and bathroom supplies, log inventory for insurance, monitor weekly water and electricity consumption reports, and coordinate servicing schedules with external contractors for air conditioners, generators, fire extinguishers, printers, and appliances.

Staff Supervision & Support Services: Oversee on-site cleaning staff, ensure workplace standards are adhered to, facilitate wage payments, conduct client file collections, post office visits, and errand runs.

IT Administration & General Support: Log IT support tickets on Asana, schedule monthly IT maintenance checks, track team timesheet entries in ProfSoft, and deliver ad-hoc administrative support as directed.

Requirements

Matric certificate.

2 to 3 years of demonstrated experience as an office administrator or finance clerk.

Proven debt collection and debtor management experience.

Demonstrated experience operating within a corporate environment with strong personalities.

Advanced proficiency in Microsoft Office applications and web-based platforms.

Fast, accurate typing skills (minimum 65 words per minute).

Clear, concise written and verbal English communication capabilities.

Comfort working in an animal-friendly workplace environment (must love animals).

Willingness and availability to work overtime when operational deadlines dictate.

Secretarial Diploma or Certificate.

Valid Driver’s Licence and access to own reliable transport.