A vacancy exists for a Receptionist/Office Coordinator within the Micro Merchant Division, in Milnerton, Cape Town.
As a Receptionist/Office Coordinator, you will be the first point of contact for our company. Your duties will include offering administrative support across the organization, welcoming guests, and greeting people who visit the business. You will also coordinate office management activities, including travel arrangements, health and safety oversight, procurement of office supplies and dealing with courier companies. This role is responsible for performing various administrative duties within an office setting.
Key Responsibilities include, but are not limited to:
- Maintain a welcoming and pleasant reception environment for clients and visitors.
- Assist visitors by greeting and directing them appropriately, and answer or refer enquiries as needed.
- Manage office supplies, orders and procurement of office/kitchen supplies and stationery, and maintain accurate stock controls, ensuring smooth day-to-day operations. Liaise with Century City Receptionist re. orders and stock replenishment where needed.
- Facilities management: Log maintenance issues with landlord/service providers, arrange services for coffee machines/fire extinguishers/other office equipment; arrange locksmiths/plumbers and other service providers when needed.
- Arrange catering for meetings and functions where required. Offer refreshments to visitors in meeting rooms.
- Oversee and adhere to Health and Safety regulations. Assist the Facilities Manager with checklists, evacuation exercises, arranging training courses etc.
- Work with Logistics and Facilities Coordinator to arrange courier package dispatching and receiving. Maintain accurate courier registers and records.
- Supervise and oversee the onsite housekeeping team.
In order to be considered for this position, the following requirements must be met:
- Matric (Grade 12) or equivalent qualifications and experience.
- Minimum 3 years’ experience as a receptionist with proven office management responsibilities, in a professional office environment.
- Proficiency in common office software, including MS Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools.
- A presentable and well-groomed appearance, with exceptional communication skills and a professional demeanour.
- Ability to remain calm under pressure and efficiently manage changing priorities.
Administration/Technical Competencies:
- Sound ability to work within a computerized administrative environment.
- Critical administrative skills include good organizational and planning skills as well as problem-solving and time-management skills. Attention to detail is necessary as well as the ability to manage multiple demands.
- Exceptional written and verbal communication skills in English, with the ability to interact with individuals at all levels. The ability to communicate in another official language will be an advantage.
Work behaviours and Attitudes:
- Maintain high levels of professionalism and integrity.
- Strong attention to detail and problem-solving abilities, with a proactive and solution-oriented mindset.
- Able to produce work of a consistent high quality.
- Customer service ethic with a track record of good customer service and continuous improvement.
- Strong interpersonal skills and ability to work collaboratively with a diverse team when needed, but also able to work independently.
- Excellent organizational and time management skills.
- Actively seeks feedback, able to withstand criticism and use constructive criticism to improve.
- Highly organized individual with great communication and interpersonal skills.
- Willingness to go beyond the call of duty.
