Receptionist

Job Advert Summary

Moore Southern Cape is offering an exciting position for a friendly and professional Receptionist to manage front desk operations and provide administrative support. This role requires excellent customer service skills, the ability to multitask, and a proactive approach to ensuring smooth day-to-day operations. The Receptionist will be the first point of contact for clients and visitors, handling a variety of administrative tasks to support the overall efficiency of the office.

Minimum Requirements

• Matric.
• Previous experience in a receptionist or administrative support role is a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to handle multiple tasks and prioritize effectively.
• Friendly, approachable demeanour with a professional appearance.
• Ability to work independently and as part of a team.
• Strong time management and problem-solving skills.

Duties and Responsibilities

Front Desk Operations

• Greet and welcome visitors in a professional and courteous manner.
• Client support in reception area.
• Morning E-mail as staff communication.
• Answer incoming calls, direct inquiries, and take messages when necessary.
• Manage 3CX telephone system, report issues and ensure extensions for new staff members are arranged.
• Coordinate meeting room bookings and ensure meeting areas are properly set up and tidy.
• Monitor and maintain the appearance of the reception area.
• Post Book Management – Client documents in & out of the office.
• Courier coordination – Arrange collections and deliveries.

Administrative Support

• Perform general office tasks such as data entry, filing, and organizing documents.
• Assist with scheduling appointments, meetings, and events.
• Maintain office supplies inventory and place orders as needed.
• Handle mail distribution, including sorting and preparing outgoing mail.
• Stationary administration – inventory list update and ordering.
• Ordering cleaning materials and groceries.
• Maintaining neatness of storeroom.
• Handle additional administrative tasks and special projects as required.
• Assist with organizing office operations and procedures to ensure efficiency.

Departmental Support

• Provide administrative support to various departments as required, including but not limited to Company Secretarial, Audit, Tax, Advisory, and Entrepreneurial Advisory Services.
• Assist with the preparation, formatting, filing, scanning, and distribution of departmental documentation.
• Support departments with data capturing, document management, and record-keeping activities.
• Assist with client communication and follow-up activities where appropriate.
• Provide support with regulatory, compliance, and statutory submissions under the guidance of the relevant department.
• Assist with the preparation of engagement packs, client files, and other departmental administrative requirements.
• Support departmental projects, initiatives, and deadlines during peak periods.
• Assist with the coordination of departmental meetings, training sessions, and events.
• Provide temporary administrative assistance during staff absences, leave periods, or periods of increased workload.
• Undertake additional duties and responsibilities as reasonably assigned by management to support business operations.