Receptionist / Personal Assistant

Hiring : Receptionist and Office Admin Assistant

Location : Initially based in Sandton and then to move to new premises in Kempton Park.

Responsibilities

1. Communication and Correspondence :

• Answering and Managing Calls : Handling incoming calls, taking messages, and directing calls to the appropriate extensions.
• Email Management : Sorting, distributing, and responding to emails.
• Mail Handling : Receiving, sorting, and distributing incoming mail and packages. Preparing outgoing mail.

• Greeting Visitors : Welcoming clients, customers, and other visitors in a professional and friendly manner.
• Visitor Management : Visitor screening and ensuring security protocols are followed.
• Answering Inquiries : Providing information to visitors and directing them to the appropriate person or department.
• Maintaining Reception Area : Keeping the reception area tidy and organized, ensuring it presents a positive image of the company.
• Maintaining General Office Area : Ensuring that the entire office is clean and organized on a daily basis.

• Scheduling and Appointments : Scheduling meetings, booking conference/boardrooms, and managing calendars.
• Data Entry and Record Keeping : Entering data into computer systems, maintaining records, and filing documents.
• Ordering Supplies : Monitoring office supplies and placing orders when necessary.
• Preparing Documents : Creating and formatting documents, such as letters, memos, and reports on request.
• Travel Arrangements : Booking travel and accommodation for staff.
• Basic Accounting : Processing invoices and expenses.
• Coordinating Meetings : Coordinating multiple internal and external meetings with ease and efficiency.

• Providing Refreshments : Offering tea, coffee, or other refreshments to visitors, arranging meeting snacks when required.
• Handling Complaints : Addressing visitor complaints or concerns in a professional manner.
• Liaising with Other Departments : Communicating with other departments to ensure smooth operations.
• Assisting with Events : Helping to organize company events or meetings.