College Receptionist - Midrand - Ref: Lestyn

Introduction

The Receptionist and Administrative Assistant serves as the first point of contact for visitors, students, clients, suppliers and callers, ensuring a professional and welcoming experience at all times. The role is responsible for managing the reception area, providing exceptional customer service, coordinating front-office activities, and providing administrative support to the General Manager, Finance Manager, HR Manager and other departments as required.

Duties & Responsibilities

Key Responsibilities

Reception and Customer Service

Welcome all visitors, students, clients and suppliers in a professional and friendly manner.

Maintain a clean, organised and professional reception area at all times.

Answer incoming telephone calls promptly, professionally and courteously.

Screen and direct calls to the appropriate department or staff member.

Take accurate messages and ensure they are delivered promptly.

Assist walk-in clients and students with enquiries.

Provide accurate information regarding courses, services and general enquiries.

Schedule client and student appointments where required.

Monitor visitor access and notify relevant staff of arrivals.

Ensure visitors are signed in and comply with company security procedures where applicable.

Administration

Provide administrative support to the General Manager, Finance Manager and HR Manager, including:

Provide general administrative support to management as required.

Manage general enquiries received via email and ensure they are responded to or directed to the appropriate department.

Prepare, scan, photocopy and file documents as required.

Maintain accurate and organised filing systems for office documentation.

Print and prepare student manuals, learning materials and other documentation.

Assist with book ordering and educational material requests.

Perform data capturing and maintain accurate records where required.

Assist with meeting preparation, including arranging meeting rooms and refreshments when necessary.

Support the coordination of office events, meetings and training sessions.

Perform general ad hoc administrative duties as required to support the efficient operation of the office.

Office Administration and Coordination

Maintain and update office supplier contact lists.

Coordinate courier bookings for office stock, certificates and other deliveries.

Receive, record and distribute incoming mail, deliveries and courier packages.

Prepare outgoing courier shipments and ensure the correct documentation is completed.

Assist with meeting room bookings and ensure meeting rooms are prepared when required.

Provide support to the Office Administrator during periods of absence or when additional assistance is required

General Responsibilities

Maintain confidentiality of company, client, employee and student information.

Ensure company documents and records are maintained accurately and securely.

Build positive relationships with clients, students, suppliers and colleagues.

Always deliver professional and courteous customer service.

Work collaboratively with all departments to support the efficient running of the business.

Identify opportunities to improve administrative processes and office efficiency.

Comply with all company policies, procedures and health and safety requirements.

Undertake any other reasonable duties within the scope of the role as requested by management.

Desired Experience & Qualification

The successful candidate will demonstrate excellent communication and organisational skills, maintain confidentiality, and contribute to the efficient day-to-day operation of the office.

Experience as a Receptionist for a College/Higher Education Institution essential.

Matric

Qualification in Office Administration will be advantageous.

Excellent verbal and written communication skills.

Strong customer service orientation.

Professional telephone etiquette.

Strong organisational and time management skills.

High level of attention to detail.

Ability to multitask and prioritise competing demands.

Computer literacy, including Microsoft Office (Word, Excel and Outlook).

Ability to work independently and as part of a team.

Professional appearance and conduct.

Ability to maintain confidentiality.

Package & Remuneration

Rneg