Sandton: Receptionist/Admin Assistant posted by Placement Point

About the Role

Placement Point is seeking a highly organized and detail-oriented Receptionist/Admin Assistant to join our team in Rivonia. The ideal candidate will provide exceptional administrative support, handle various tasks, and ensure seamless day-to-day operations.

Key Responsibilities

• Every morning un-divert main switchboard line and divert to night extension line every evening.
• Answering of calls and directing to the respective persons and taking messages when someone is not available.
• Prepare for daily morning meetings at 08h00am sharp.
• Compile a list of tasks done the day before to share at the meeting and the tasks for the day.
• Check all emails and respond or forward to respective departments.
• Prepare weekly Receptionist report and forward to all staff.
• Prepare meeting minutes from the daily morning meeting.
• Courier Book courier company and airway bills for collection of shipping documents and samples.
• File all delivery notes and waybills from courier companies.
• Follow-up on sick leave forms if any staff was absent the previous day.
• Take strategy meeting minutes and prepare in summarise form into a 2-to-3-page formal document and email to staff and management with hard copy to file.
• Keep stock inventory of stationery, groceries, toner for photo copy machine and order once a month as and when needed.
• Updating of database from business cards aftermarket visits and exhibitions by sales and marketing staff for customers and supplier contacts.
• Update new employee details: birthdays, contact details of next of kin.
• Ensure birthday cards are bought and signed for by all staff, then hand card to MN/MM.
• Ensure board room always neat and tidy, a set of flyers, stationery should always be available.
• Ensure MM jar or glass of fresh water is always available on the boardroom table or his office.
• Administrative duties assisting all staff with office administration.
• Prepare leave schedule for staff.
• Diarise meetings in office, prepare coffee/tea for the visitor.
• Control who enters the office premises intercom/gate/camera (SECURITY).
• Once MM arrive back to the office with new supplier contact cards and those of the people they met in the country they visited, needs to be placed into a card holder and label the card holder appropriately and updated on the data base.
• Track DHL documents on a daily basis and update in morning meetings.
• Email our suppliers/customers for special occasions e.g. New year/ Diwali /EID create a card and email AM will guide.
• Update list of international public holidays in Africa.
• Update list of agents Contact details.

Requirements

• Grade 12 / Tertiary Education with Degree an added Advantage
• Other International languages ie. French/Portuguese added advantage

Qualifications

• Computer Systems: Word, Excel, Sage200 and any other package an added advantage

Salary & Benefits

• (No salary information is provided in the original job description)