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Receptionist / Office Administrator

Cape Town
Salary: Market Related
Job Type: Permanent
Sectors: Admin
Reference: SW005225/AM

Apply before Jan 08 2025 | 17 Days left

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Vacancy Details

Employer: Helderberg Personnel cc

Epping - A specialist in the sales and marketing of fresh fruit and vegetables is seeking to employ an Office Administrator who will be working from 06:00am - 14:00pm. They successfull candidate will support and assist the Senior Personal Assistant and Administration team with workflow relating to all the company Business Unit’s.

Main Responsibilities include but not be limited to:

Handle all first encounter interaction (face-to-face and telephonic) with all stakeholders, employees and visitors
Greet and welcome all guests as soon as they arrive at the office.
Direct visitors to the appropriate person/employee and offic
Answer, screen and forward incoming phone calls and emails
Assist with accurate daily communication to Sales, Admin and Management Departments
Ensure reception area is tidy and presentable
Daily monitoring and managing of Admin display systems i.e. DSTV and CCTV System
Maintain office security by following safety procedures and controlling access via the reception desk (which include front and back door access to office)
Scheduling of services of office equipment that can include (but not limited to): printers, copiers, aircons, CCTV cameras, fridges, DSTV decoders
Obtain pre-authorization from Business Department Financial Manager
Support and assist Senior Personal Assistant
Scheduling and managing of courier services after obtaining pre-authorization from Business Department Financial Manager
Update Microsoft 365 calendars and schedule meetings as requested by Senior Personal Assistant. Daily update to be sent to Senior Personal Assistant
Arrange travel and accommodation requirements which include (but are not limited to): flights, car hire, online boarding, accommodation and prepare all travel packs
Managing and ordering of all office supplies including groceries, stationary, cartridges, water, daily and monthly recons to be conducted. Pre-authorization to be obtained by Business Department Financial Manager
Keep updated records of all office expenses and costs and monthly reconciliation to be submitted to Business Department Financial Manager
Perform other clerical duties as per requested from Senior Personal Assistant
Keep schedule of Maintenance Department’ outstanding and completed responsibilities and reporting on a weekly basis to HR Department and Senior Personal Assistant
Manage booking of meeting rooms, organize cleaning of facility, arrange refreshments, beverages and lunches for all meetings, when required by Senior Personal Assistant
Assist with marketing and other related events i.e. promotions & producer days as per requested by Senior Personal Assistant
Assist with all company presentations for meetings with employees, producers and buyers as per requested by Senior Personal Assistant
Manage and control Corporate Clothing, ordering and issue, daily and monthly stock reconciliation
Assist with all admin departments when employees are on leave
Assist with all ad hoc duties as requested from Senior Personal Assistant

Interpersonal and influencing skills:

Self-confident, determined and sets a positive example
Healthy, positive mind-set
Communicates in a clear logical style (Both oral and writing)
Has the ability to win respect and influence others by own behavior
Has a positive approach and demonstrates high professional standards when carrying out work
Confident and professional telephone manner

Minimum Requirements/Qualifications/Competencies:

Own vehicle essential
Minimum 3 - 5 years’ experience in reception/admin support role is required
Intermediate to Advance skills in Microsoft Office which includes, Microsoft Excel, Word and Power Point
Deadline driven and team orientated individual
Excellent organization and planning skills required
Attention to detail – timely and accurate information/reporting essential
Excellent interpersonal skills required
Ability to work and perform under pressure
Ability to complete multiple tasks/projects with minimal supervision
Excellent oral and written communication skills (in English and Afrikaans) required
Positive attitude and professional demeanor
Must be able to work with confidential information

Working hours:
06:00am - 14:00pm (But not limited)

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About Helderberg Personnel cc

Based in Somerset West, Helderberg Personnel was established in 1998. The company initially started doing placements in the Helderberg Basin and over the years expanded nationally. Our background has proved to be invaluable in providing a high standard of recruitment, screening, evaluation and placement of candidates.

Our Value proposition:
The true value proposition of the Helderberg Personnel brand is our commitment to attending to our clients’ needs, culture and values and to ensure that, through comprehensive interviews with candidates, the overall match is determined to ensure a long term relationship. The identity of the client remains confidential at all times. We understand that our function is to ensure that the candidate must become a strategic partner to a business instead of a mere employee. Helderberg Personnel has achieved a steady growth over the last years and we have evolved into one of the leading agencies in the region. We have made placements cross functional, cross industry and up to senior management level.