Introduction
Job Overview:
The Receptionist & Administrative Assistant plays a key role in ensuring efficient front-office operations and providing essential administrative support. This role serves as a communication bridge between clients and internal teams. Core responsibilities include welcoming visitors, managing inquiries, compiling and distributing meeting minutes, and directing customer leads to the relevant departments.
Duties & Responsibilities
Primary Responsibilities:
- Reception & Front Desk Operations:
- Warmly welcome and assist clients, visitors, and staff in a professional manner
- Answer, screen, and direct incoming calls, providing general information as needed
- Handle incoming and outgoing mail, courier parcels, and deliveries
- Keep the reception area neat and inviting
- Administrative Support:
Meeting Minutes & Documentation:
- Attend meetings to take clear, accurate notes
- Format, proofread, and share minutes with relevant stakeholders
- Maintain a well-organized digital archive of meeting records
Email & General Correspondence:
- Compose, revise, and send emails on behalf of the team
- Handle general inquiries and redirect messages appropriately
Data Entry & Records:
- Update CRM platforms, spreadsheets, and internal databases
- Customer Lead Management:
- Log incoming customer queries from phone, email, or walk-ins
- Allocate leads to the correct sales or service teams based on set criteria
- Monitor and follow up on lead progress to ensure prompt responses
- Document all customer engagements and feedback
- Office Support Tasks:
- Manage appointment scheduling and meeting room bookings
- Provide assistance with travel arrangements or event planning if required
- Monitor and replenish office supplies as needed
Desired Experience & Qualifications
Skills & Requirements:
- Education: Matric (Grade 12) required; administrative certification is an advantage
- Experience: At least 1 year in a receptionist, customer service, or administrative role
- Technical:
- Proficient in Microsoft Office Suite (Word, Excel, Outlook)
- Experience with CRM systems (e.g., Salesforce, HubSpot) is advantageous
- Soft Skills:
- Excellent verbal and written communication
- Strong organization, multitasking, and time management skills
- High attention to detail
Work Environment:
- Office-based position with standard working hours (subject to change depending on operational needs)
- May occasionally require working overtime during busy periods
Package & Remuneration
Gross Monthly Salary: R12,000 – R15,000, negotiable based on experience
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