Job title :Receptionist/Admin Assistant
Reports to: Branch Manager
Minimum qualifications and Experience :
- Grade 12 / Matric or equivalent qualification
- A certificate or diploma in Office Administration, Business Administration, or related field is an advantage.
- 2-3 Years related experience
-Familiarity with basic office procedures and administrative processes.
Skills Required :
- Good working knowledge of Microsoft Office applications
- Operate office equipment
- Customer Service Skills
-Professional appearance and demeanor.
Level : Semi - Skilled
Branch: Port Elizabeth
Objective: This role involves greeting visitors, answering phone calls, handling inquiries and assisting with administrative tasks.
KEY PERFORMANCE OUTPUTS
Professional Front Desk Management
- Office organisation to ensure the reception area is clean, well-organised.
- Customer service and communication enables a clear and professional response to the clients.
- Administrative efficiency to accurately schedule and manage appointments, maintain an up-to-date visitor log.
Administrative Support
- Data entry and document preparation in support of the warehouse and service departments.
- Filing, scanning, and archiving tasks are completed within assigned deadlines.
- Coordinate preventive maintenance to ensure reliability of office equipment.
- Stocktaking of the company vehicle as per the company policy.
- Communicate important inter branch information with staff
- Ensuring compliance with industry safety and quality standards.
- Assist with HR and accounts administration.
Meeting Coordination
- Prepare for and book meetings and reset with no double-bookings.
- Prepare all meeting-related materials (e.g., handouts, refreshments) are arranged as requested.
- Coordinating office events, meetings, and travel arrangements
Confidentiality and Professionalism
- Always maintain confidentiality of all sensitive information.
- Interact professionally with clients, vendors, and colleagues.
Core Competency
Customer Service: Handling the needs of customers, which may include answering questions, directing them to the right room, making appointments, checking them in and updating their information.
Independence : This implies that you can do your work duties independently. The receptionist is typically the lone person working behind an office's front desk. This implies that receptionists oversee any duties pertaining to the reception area.
Increasing your productivity, being upbeat in the face of difficulties, or coming up with creative solutions are some objectives you could set to work on your independence.
Time management: Using your time efficiently so that you complete all your tasks by the end of the workday. This is especially important because receptionists often handle multiple tasks at a time. Another aspect of time management is prioritization.
Interpersonal skills: Uses interpersonal skills to build and maintain relationships.
Planning and organizing: Plans, organizes and controls work to coordinate events and people and ensure that objectives are met on time.
Communication skills: Communicates clearly and effectively this is key for a receptionist since they are the primary contact person for the office. Being a receptionist also requires both excellent written and verbal communication, as they meet with people in person, over the phone, on video calls and via email.
Technical skills: Refers to typing, working with spreadsheets, handling printers and copiers and managing phone systems or other programs specific to the company. Technology is an important component of being a receptionist, as most of their tasks require technology
Job Types: Full-time, Permanent
Work Location: In person
Application Deadline: 2025/06/20
