Job Title:
Office Administrator/Receptionist
Reference Number:
AEC240919-1
Location:
Somerset West, Western Cape, South Africa
Job Type:
Permanent
Number of Positions:
1
Closing Date:
03 October 2024
Job Purpose
AECI Plant Health is seeking a dedicated and well-organized Office Administrator/Receptionist to provide exceptional front-desk support, ensuring the smooth operation of our reception area and administrative functions. This role will be the first point of contact for visitors and callers, reflecting the professionalism of our company, while managing day-to-day office duties, petty cash, and supporting finance operations.
The ideal candidate will be responsible for a wide range of tasks, including handling the switchboard, managing meeting room schedules, maintaining office supplies, assisting with procurement, and providing administrative support to various departments. This is a key position in ensuring that the office runs efficiently and provides excellent service to internal and external stakeholders.
Key Responsibilities
Reception/Switchboard Management
- Greet and welcome visitors with professionalism, ensuring they are comfortable while awaiting appointments.
- Notify relevant personnel of the arrival of visitors and, when necessary, escort guests to specific destinations.
- Operate a multi-line switchboard for all AECI Plant Health sites, ensuring professional telephone etiquette is followed at all times.
- Screen, forward, or handle calls, provide information, and take messages, scheduling appointments as required.
Front Desk Administrative Duties
- Book, maintain, and manage boardrooms for meetings and events across all AECI Plant Health sites.
- Arrange food and refreshments for meetings upon request.
- Maintain accurate filing systems, manage records, and handle local and international mail, messages, and courier deliveries.
- Source and procure stationery, groceries, and office supplies, ensuring the best prices are obtained and managing inventory levels.
- Perform general ad-hoc administrative tasks to assist with smooth office operations.
Petty Cash Handling and Management
- Disburse petty cash and accurately track all expenses, reimbursements, and disbursements.
- Reconcile petty cash with supporting documentation, preparing reimbursement requests as needed.
- Ensure that all petty cash records are accurate, with zero discrepancies.
Finance and Procurement Support
- Create purchase requisitions on the company’s ERP system (Syspro/SAP) for various departments.
- Capture weekly payments, manage supplier payment records, and process payments through Standard Bank Business Online Banking.
- Support procurement tasks, such as sourcing suppliers and managing small purchases.
Data Capturing and Office Support
- Capture and maintain data in MS Excel for different departments as needed.
- Assist with administrative tasks to support the management team and other departments.
Qualifications & Experience
The ideal candidate should have the following qualifications and experience:
- Grade 12 (Senior Certificate) as a minimum educational requirement.
- A Certificate or Diploma in Office Administration or a related field is advantageous.
- Certificate or Diploma in Telephone Etiquette would be a plus.
- A minimum of 3 years of administrative experience or proven experience as a Front Desk Receptionist, with strong skills in managing a multi-line switchboard.
- Previous experience in procurement or sourcing would be advantageous.
- Must be well-presented with a positive attitude and a service-oriented approach both over the phone and in person.
Skills & Competencies
- Excellent customer service skills with the ability to handle client queries professionally and courteously.
- Proficiency in operating a multi-line switchboard efficiently, ensuring the use of professional telephone etiquette at all times.
- Bilingual proficiency in English and Afrikaans is a requirement due to the nature of the company’s client base.
- Knowledge of SHEQ Management Systems and standards is advantageous.
- Proficiency in Microsoft Office (Excel, Word, PowerPoint, and Outlook).
- Experience with ERP systems (Syspro/SAP) is a prerequisite.
- Familiarity with Standard Bank Business Online Banking and basic numeric skills for managing payments and petty cash.
- Strong organizational skills with the ability to prioritize tasks effectively and work under pressure.
- Capable of analyzing situations accurately and exercising good judgment in taking effective action.
- Ability to establish and maintain cooperative relationships with clients, management, and employees.
- Demonstrates a professional, discreet, and confidential approach to handling sensitive company information.
- Works well in a multi-disciplinary environment and is adaptable to changing demands.
- Customer service-oriented with a strong focus on providing excellent service at all times.
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