Midrand: Receptionist / Administration posted by ZuluZenith

The Receptionist & Administrative Assistant is responsible for providing a professional first impression to all visitors and callers while delivering essential administrative support to various departments. This role ensures smooth daily operations by managing front-desk activities and coordinating office logistics. Key Responsibilities Front-of-House Excellence: Greet and welcome visitors, clients, and vendors with a professional and warm demeanour. Manage a multi-line phone system (PABX), directing calls and taking accurate messages. Maintain a clean, organized, and welcoming reception and common area. Administrative Support: Coordinate and manage meeting room bookings, including setting up equipment and refreshments. Handle all incoming and outgoing mail, including managing courier services. Maintain and update electronic and physical filing systems, databases, and contact lists. Monitor and order office supplies, stationery, and groceries to ensure an uninterrupted workspace. Assist with data entry, document preparation (memos, reports, letters), and light bookkeeping or invoicing. Operational Coordination: Schedule appointments and maintain complex calendars for management or staff. Assist with travel arrangements and accommodation logistics. Liaise with vendors, building management, and maintenance service providers (e.g., cleaners, repairs). Support HR and other departments with special projects, such as event planning or new hire onboarding. Required Skills & Qualifications Education: High school diploma or equivalent (minimum); a bachelor’s degree or administrative certification is often preferred. Experience: 12 years of experience in a receptionist, administrative assistant, or customer-facing role. Technical Proficiency: Intermediate skills in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Familiarity with office equipment (printers, scanners, multi-line phones). Ability to learn industry-specific software (e.g., CRM, visitor management systems, or project tools like Trello/Asana). Core Competencies: Communication: Exceptional verbal and written skills with a professional telephone etiquette. Multitasking: Ability to prioritize tasks effectively in a fast-paced, high-volume environment. Attention to Detail: High accuracy in data entry, filing, and proofreading. Discretion: Demonstrated ability to handle sensitive and confidential information with professionalism.