Receptionist & Administrative Assistant

The Receptionist & Administrative Assistant is responsible for managing front-desk operations, providing administrative support, and ensuring smooth communication between customers and internal teams. Key tasks include greeting visitors, handling inquiries, typing and distributing meeting minutes, and allocating customer leads to the appropriate departments. 

Duties & Responsibilities

Key Responsibilities:

1. Front Desk & Reception Duties:

● Greet and assist visitors, clients, and employees in a professional manner.

● Answer, screen, and forward incoming phone calls while providing basic information.

● Manage incoming and outgoing mail, packages, and courier services.

● Maintain a tidy and welcoming reception area.

2. Administrative Support:

● Typing & Distributing Meeting Minutes:

○ Attend meetings, take notes, and prepare accurate minutes.

○ Format, proofread, and distribute minutes via email to relevant stakeholders.

○ Maintain an organized digital filing system for meeting records.

● Email & Correspondence Management:

○ Draft, edit, and send emails on behalf of the team.

○ Respond to general inquiries and redirect as needed.

● Data Entry & Record Keeping:

○ Update databases, spreadsheets, and CRM systems as required.

3. Customer Lead Allocation:

● Receive and log incoming customer inquiries (via phone, email, or walk-ins).

● Assign leads to the appropriate sales or service teams based on predefined criteria.

● Track and follow up on lead status to ensure timely responses.

● Maintain a log of customer interactions and feedback.

4. General Office Support:

● Schedule appointments and manage meeting room bookings.

● Assist with travel arrangements and event coordination if needed.

● Order and maintain office supplies inventory.

Desired Experience & Qualification

Skills & Qualifications:

● Education: High school diploma or equivalent (additional certification in office administration is a plus).

● Experience: 1+ years in reception, customer service, or administrative roles.

● Technical Skills:

○ Proficient in Microsoft Office (Word, Excel, Outlook).

○ Familiarity with CRM systems (e.g., Salesforce, HubSpot) is beneficial.

● Soft Skills:

○ Excellent communication (verbal & written).

○ Strong organizational and multitasking abilities.

○ Attention to detail and time management

Work Environment:

● Typically an office setting with standard working hours (may vary based on company needs).

● May require occasional overtime during peak periods.

Package & Remuneration

R8 500 - R15 000 Gross (Negotiable)