Receptionist/Office Administrator

Job Summary

The Receptionist/Office Administrator is responsible for providing efficient and organized administrative support to ensure the smooth day-to-day operation of the office. This role involves handling supplier coordination, record keeping, shipping administration, financial documentation, and general office support.

Key Responsibilities

Procurement & Supplier Coordination

  • Place orders with local suppliers and ensure timely delivery.
  • Track supplier invoices, ensure they are checked and signed, and upload them to the company Google Drive.
  • Perform grocery shopping and ad-hoc purchasing as required.
  • Monitor stationery and packaging levels and place orders when stock is low.

Shipping & Logistics

  • Maintain and update the DHL shipping imports page.
  • Track DHL shipments and follow up on delivery statuses.
  • Request DHL invoices and ensure accurate record keeping.

Production & Database Administration

  • Update overdue items on the company database.
  • Maintain and update the Production Scorecard accurately and on time.

Financial Administration

  • Reconcile petty cash and maintain accurate records.
  • Process and manage reimbursement forms.
  • Ensure all financial documentation is complete, accurate, and properly filed.

Office & Front Desk Support

  • Answer incoming phone calls and direct them appropriately.
  • Receive deliveries and ensure items are recorded and distributed correctly.
  • Provide general office administration support as required.

Skills & Competencies

  • Strong organizational and time-management skills
  • High attention to detail and accuracy
  • Good communication and interpersonal skills
  • Ability to multitask and prioritize workload
  • Proficient in basic computer applications and online databases
  • Ability to work independently and as part of a team

 

Qualifications & Experience

·         Grade 12 minimum – Relevant diploma or relevant additional courses preferred

·         Previous experience in an administrative or office support role preferred

·         Basic knowledge of invoicing, record keeping, and office procedures

·         Experience with shipping/logistics administration is an advantage

·         English speaking is a must

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