Receptionist/Office Administrator required to join leading clothing supplier in King Williams Town, Eastern Cape.
Basic Salary: 18000 - 22000 (doe)
PURPOSE OF JOB:
To assist all departments with general office administration and management, parcels and stationary to ensure the smooth running and functioning of all systems and processes within the office
environment at all times.
DUTIES AND RESPONSIBILITIES:
Stock control of stationary cupboard;
Ensuring stationary cupboard is fully stocked at all times, especially toner, paper, etc.
Ordering new stock where necessary, and when advised;
Ensuring there is an excess of 2 toners in stationary at all times;
Control print / fax area – clearing of faxes
Purchasing / control of office groceries
Purchasing of customer refreshments
Keeping an up to date record of the office seating plan, staff list etc.
Ensuring stationary cupboard is neat and tidy at all times;
Handle and reconcile petty cash on a monthly basis
Collections and deliveries when drivers are not available
Assisting with the booking of company vehicles for service and maintenance
Overseeing office cleaner/ Tea Lady duties – ensuring office is tidy
Sort and maintain all office admin filing
Assist with work station preparation for new staff.
Processing invoices for payment
Obtaining quotations for office equipment and maintenance etc.
Allocating parking & Access to staff members and keeping an up to date parking schedule
Responsible for managing printers
Assist with organizing and set up office functions (ordering of drinks, snacks etc.)
Receiving, taking and forwarding messages via e-mail and Skype
Ensuring reception and reception cupboards are neat and tidy at all times;
Responsible for ensuring office is tidy and clean at ALL times and delegating cleaning duties to office cleaner as and when necessary
Parcels / Priority
Receiving incoming and preparing waybills and commercial invoices for outgoing parcels;
Tracking parcels and informing coordinator’s upon enquiry;
If problem at customs investigate / follow up (i.e. information from courier company, waybill no, bill of entry no, date stopped, reason stopped etc.); Tracing of parcels on request
Data capture for various elements of spread sheets
Create spread sheets when requested to do so
Any other tasks, duties or projects as assigned by management from time to time.
Assist with Employee inductions and smooth on-boarding (process and implementation)
Reception / Switchboard
Meeting and greeting customers / clients;
Notifying relevant parties of guests arrival;
Updating switchboard telephone system with employee names and speed dials for clients and suppliers
Updating internal extension list and communicating changes to staff
Booking and managing showrooms and / boardrooms for meetings
Answering calls; Transferring calls; Taking messages.
Applicants that are interested in applying for the advertised position ,please fax your Curriculum Vitae (CV)and a copy of your ID and Qualifications to : 086 660 1061.
If you do not receive a response within 2 weeks please consider your application unsuccessful, however we will keep your details on record for suitable future roles.