Cape Town City Centre: Reception & Admin Assistant posted by Trend Group

About the Role

As a Reception & Admin Assistant at Trend Group’s Cape Town City Centre location, you will be the first point of contact for visitors, clients, and service providers. You will provide exceptional customer service, manage front-of-house responsibilities, and support the overall administrative operations of the office.

Key Responsibilities

• Answering and directing incoming calls
• Welcoming visitors, clients, and service providers
• Managing visitor sign-in and notifying staff of arrivals
• Handling incoming and outgoing mail and courier deliveries
• Keeping reception and front-facing areas neat and presentable
• Assisting with meeting room bookings and basic meeting setup
• Managing general office enquiries and redirecting appropriately

• General filing (digital and limited hard copy), printing and binding
• Maintaining shared documents, trackers, and basic records
• Assisting with document preparation and correspondence
• Supporting onboarding logistics (workstations, access, welcome packs)
• Ordering and managing stationery and office consumables
• Monitoring office supplies and flagging shortages
• Assisting the HR & Admin Manager with ad hoc admin tasks

• Coordinating cleaning services and monitoring cleanliness standards
• Reporting and logging maintenance issues (lighting, plumbing, aircon, furniture)
• Liaising with building management or landlords where applicable
• Coordinating minor repairs and service providers (with approval)
• Managing office access (keys, remotes, access tags)
• Maintaining kitchen and common areas
• Monitoring basic health & safety matters and flagging concerns

• Coordinating IT support, cleaning, maintenance, and other service providers
• Receiving and checking supplier deliveries
• Maintaining a basic supplier contact list
• Submitting invoices and documentation for processing
• Tracking routine service schedules and follow-ups

• Acting as the first point of contact for basic IT queries
• Assisting with basic troubleshooting (email, printers, connectivity, software access)
• Logging IT issues and escalating to external IT support where required
• Assisting with device setup, handovers, and user access requests (with approval)
• Supporting general system and application queries

• Assisting site controllers with operational and admin-related queries
• Supporting project managers with compiling and issuing handover files
• Assisting with collation, preparation, and distribution of site documentation
• Coordinating site stock requests and tracking allocations
• Arranging uniforms, PPE, and site equipment for site teams where requested
• Coordinating training bookings and requirements for PMs and site staff
• Assisting with medicals and OHS compliance administration
• Maintaining basic records related to site compliance, training, and medicals

• Assisting with internal events and team activities
• Supporting wellness or staff initiatives at an operational level
• Acting as a go-to person for day-to-day office queries
• Helping maintain a calm, professional office atmosphere