Receptionist & Office Administrator

• →Monitor call response times, reduce abandonment rates, and resolve queries without transfers.
• →Welcome and manage visitors efficiently, minimize wait times, and collect satisfaction feedback.
• →Streamline check-in/check-out processes, provide accurate information, and respond promptly to inquiries.
• →Schedule appointments effectively and reduce no-show rates.
• →Communicate professionally and clearly in both verbal and written formats, ensuring positive feedback.
• →Handle unexpected situations calmly and escalate issues appropriately when necessary.
• →Maintain a clean, organized reception area with readily available informational materials.
• →Operate phone systems, office software, and equipment like printers, scanners, and copiers proficiently.
• →Collaborate smoothly with colleagues and offer assistance to support seamless operations.
• →Track and report expenses accurately, adhere to budget guidelines, implement cost-saving initiatives, and issue invoices via SAGE.
• →Monitor inventory, restock supplies timely, and manage vendor relationships effectively.
• →Respond to maintenance requests promptly, follow schedules, and ensure office cleanliness and functionality.
• →Organize travel arrangements efficiently, process reimbursements on time, and manage logistics for meetings and events.
• →Maintain organized filing systems, implement digital document solutions, and ensure document security and version control.
• →Respond to emails and inquiries professionally and distribute internal updates effectively.
• →Ensure data accuracy, generate regular and ad hoc reports, and use insights to identify trends.
• →Identify workflow bottlenecks, implement process improvements, and measure impact on office efficiency.

• Proven experience in receptionist and/or office administration roles.
• Proficiency in MS Office Suite, phone systems, and office equipment (printers, scanners, copiers).
• Strong organizational and multitasking abilities in a fast-paced environment.
• Excellent verbal and written communication skills with a professional demeanor.
• Ability to handle confidential information with discretion and integrity.
• Familiarity with invoicing tools such as SAGE and digital platforms like Docusign.
• Experience in managing travel arrangements and coordinating logistics for meetings or events.
• Basic understanding of expense tracking and budget adherence.
• Ability to maintain a clean and welcoming reception area and office space.
• Skilled in managing inventory and liaising with vendors for timely procurement.
• Comfortable with digital document management systems and version control practices.
• Strong problem-solving skills and ability to remain calm under pressure.
• Willingness to collaborate with cross-functional teams and support colleagues proactively.
• Attention to detail and commitment to maintaining high standards of accuracy.
• Flexibility to adapt to changing priorities and take initiative in improving processes.
• 2-4 years of experience in a customer facing office management role

This role is an in-office position based at our Cape Town, South Africa offices

In return, you will work for a supportive, employee-focused organization that encourages staff to achieve a work-life balance, teamwork, and communication on a global scale with other offices.

If you feel that you meet our requirements, we look forward to hearing from you asap!