Paarl: Receptionist / Office Administrator posted by Vine Recruitment

About the Role

We are seeking a highly organized and customer-focused Receptionist/Office Administrator to join our team in Paarl. As a key member of our administrative support, you will be responsible for providing exceptional reception services, managing day-to-day office operations, and ensuring seamless communication with clients and staff. If you have excellent administration skills, a passion for delivering top-notch service, and a strong work ethic, we encourage you to apply.

Key Responsibilities

• Greet and welcome visitors in a professional manner
• Answering the phone and responding to emails, divert calls over to person client requests
• Responding to emails; assisting clients, queries, complaints, etc.
• Providing general information about the company to callers, visitors, email queries, etc.
• Taking orders via WhatsApp, emails, or phone calls
• Processing tax invoices, sales orders, quotations, etc., using Pastel
• Scheduling appointments for staff such as doctor and dentist appointments
• Managing calendar; remind staff or boss of meetings, or any other important dates, as they request
• Receive packages and signing off deliveries or collections from internal departments
• Providing basic administrative support; filing and organising documents, document preparation, printing, scanning
• Reporting issues to appropriate personnel
• Taking the work cell phone home to take notes of orders, queries, complaints, etc., sent via WhatsApp and notifying the personnel the next day (only if required)
• Managing their own client base; processing their orders, review accounts and payment history, send out statements
• Debt collection
• Identify clients with slow and outstanding payments, overdue accounts, irregular payment pattern
• Assist with basic accounting or payroll tasks (if required)
• Order and manage office supplies (mainly stationary)
• Stock taking

Requirements

• Proven prior work experience in or related to any of the following: Office Administrator, Administrative assistant, Finance, Receptionist.
• Tertiary education in or related to; Administration, Management, HR course (candidate with more than 1 year’s work experience can qualify without tertiary education)
• Additional requirements for office/admin position:
• 1-3 years’ experience in administration, office support or any related fields
• MS Office (word, excel, outlook), experience in working with Pastel would be an advantage
• Fluent in English and Afrikaans

Qualifications

• Tertiary education in or related to Administration, Management, HR course

Salary & Benefits