Office Assistant jobs in South Africa

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.

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.).

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.