Receptionist & Office Administrator

Job Placements; Gauteng; On-site; ZAR 150 000 - 200 000; Full time

Job summary

A prominent placement service in Gauteng seeks an Administrative Assistant to provide front desk and client service. Responsibilities include welcoming visitors, assisting walk-in clients, directing calls, scheduling appointments, and supporting the Head of College with administrative tasks. The ideal candidate possesses a high school diploma, has excellent customer service skills, and is proficient in office administration. This position offers an opportunity to contribute to the effective functioning of our administrative and finance departments.

Qualifications

• High school diploma or equivalent required.
• Certificate or diploma in office administration or customer service is advantageous.

Responsibilities

• Welcome visitors and build positive relationships.
• Assist walk-in clients and respond to enquiries.
• Answer and direct phone calls professionally.
• Schedule and confirm client appointments.
• Assist Course Advisors with course quotations.
• Prepare documents and presentations for the Head of College.
• Maintain records of invoices and delivery notes.

Skills

Office administration

Customer service

Communication

Organizational skills

Education

High school diploma or equivalent

Certificate/diploma in office administration or related field

Job description

Education :

High school diploma or equivalent (required)

Certificate or diploma in office administration, customer service, or related fields (advantageous)

Key Responsiblities :

Front desk and Client Service

Welcome all visitors in a professional, friendly manner and build positive relationships.

Assist walk-in clients and respond to enquiries.

Answer and direct phone calls professionally.

Direct clients to the appropriate department based on their needs.

Schedule and confirm client appointments.

Take accurate messages when required.

Assist Course Advisors with course quotations.

Arrange courier services for office stock, certificates, and documents.

Assist with book ordering and student materials.

Office Administration

Welcome all visitors in a professional, friendly manner and build positive relationships.

Assist walk-in clients and respond to enquiries.

Answer and direct phone calls professionally.

Direct clients to the appropriate department based on their needs.

Schedule and confirm client appointments.

Take accurate messages when required.

Assist Course Advisors with course quotations.

Arrange courier services for office stock, certificates, and documents.

Assist with book ordering and student materials.

Administrative & HR Support to the Head of College

Provide comprehensive administrative support to the Head of College.

Prepare letters, reports, documents, and presentations as required.

Assist with maintaining office policies and the employee database in collaboration with HR.

Assist with the onboarding and induction of new employees.

Collect and prepare relevant information to support the Head of College in decision-making.

Manage important calls and emails when the Head of College is unavailable.

Arrange and coordinate logistics for meetings, workshops, seminars, and events.

Organise and book travel arrangements and accommodation for the Head of College in a cost-effective manner.

Finance and Procurement Support

Assist the Finance Department with administrative finance tasks as needed.

Maintain accurate records of invoices, delivery notes, waybills, and related documentation.

Support budgeting and basic bookkeeping processes where required.

Submit all supplier invoices to Finance for payment processing.

Verify the receipt of supplies, equipment, staff reimbursements, and per diems.

Ensure invoices and reimbursements are paid on time and properly filed.

Manage vendor processes for clients and the College.

Maintain an updated asset register for office equipment.