- Johannesburg North
- Salary: R10 000.00 - R12 000.00 Per Month
- Job Type: Permanent
- Sectors: Accounting Admin Finance
- Reference: GRRAA
Vacancy Details
Employer: Placement Point (Pty) Ltd
A well established company based in Greenside is seeking a Receptionist/ Administrative Assistant .
Duties:
General Office Administration:
- Greet and assist visitors in a professional and friendly manner.
- Answer and direct incoming phone calls, providing accurate information or forwarding calls to the appropriate personnel.
- Manage the reception area, ensuring it is tidy and welcoming at all times.
- Receive deliveries (Client files / Documents / Office supplies).
- Monitor security camera’s, entrance and exit gate.
- Offer refreshments to guests / clients.
- Preparation and the serving of coffee every morning to directors and practice manager.
- Courier of documents.
- Upload of documents on Signiflow for signing.
Maintain a system for documents dropped off and collected by clients / drivers.
- Manage boardroom bookings and ensure facilities are ready and in working order.
- Manage the coffee station and ensure it is stocked and clean, at all times.
- Provide general administrative support to various departments as needed, including data entry, document preparation, and filing.
- Assist with office supplies management, including ordering and maintaining inventory / stationery.
- Assist in coordinating events or meetings, including preparation of materials and logistics.
- Capturing:
- Using excel to capture data.
- Typing letters and other documents.
- Maintaining data bases (Accfin, Sage One and SharePoint):
- Onboarding clients onto the Data Base Software.
- Preparing client permanent files.
- Obtaining engagement letters from senior staff for client engagements.
- Filing engagement letters, fee acceptance and client onboarding forms.
- Removing clients from Data Base Software.
- Amending / updating client records.
- Preparing quotes / invoices on the accounting system on instruction of senior staff.
- Dealing directly with service providers:
- Contacting service providers when necessary.
- Dealing with repair and maintenance technicians.
- Printers / Internet / Telephones.
- Capturing on Sage One:
- Prepare quotes / invoices as required.
- Respond promptly and professionally to inquiries, whether by phone, email, or in person.
- Any other tasks that may reasonably be required.
Candidate Requirements
Requirements:
• A Matric (Grade 12) certificate is essential.
• A qualification in Office Administration, Secretarial Studies, or a related field would be an advantage.
• Minimum of 1-2 years' experience in a receptionist or administrative support role, preferably within a corporate or office environment.
• Experience in handling customer inquiries, managing reception duties, and performing general office administration tasks.
• Familiarity with office software such as Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Basic understanding of office management and administrative systems.
Competencies:
- Interpersonal Skills: Friendly, approachable, and able to interact effectively with a diverse range of individuals, including visitors, clients, and team members.
- Communication Skills: Excellent verbal and written communication skills in English. Proficiency in additional South African languages will be advantageous.
- Multitasking: Able to manage multiple tasks simultaneously while maintaining high standards of service.
- Problem-Solving: Ability to troubleshoot minor issues and provide effective solutions, especially in a fast-paced or busy environment.
- Confidentiality and Integrity: Strong understanding of the importance of confidentiality, especially when dealing with sensitive information.
- Organisational Skills: Strong organisational and time-management skills, with the ability to prioritise tasks effectively.
- Attention to Detail: Ability to maintain high levels of accuracy and attention to detail in all tasks, from data entry to handling correspondence.
Personal Attributes:
- Highly organised and dependable.
- Punctuality and reliability are essential.
- A professional appearance and demeanor are expected at all times.
- Flexibility to adapt to changing tasks and priorities.
- A positive attitude and willingness to contribute to a supportive team environment
Computer Literacy:
MS Office (Outlook,Excel)
Accfin(Advantageous)
SharePoint (Adavnatgeous)
Sage One(Advantageous)
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