Receptionist and Office Administrator

Description

Our client is an established dispute resolution and mediation organisation providing professional services as well as present training courses and workshops to clients. The organisation works with a diverse range of clients and places a strong emphasis on professionalism, quality and confidentiality. Position Overview We are seeking a professional, polished and highly organised Receptionist & Office Administrator to be the first point of contact for clients, delegates, service providers and visitors. The successful candidate will be responsible for managing the reception area and switchboard while providing general office administration and supporting the team with the preparation and coordination of training materials. Key Responsibilities Reception & Switchboard

• Manage the company's switchboard and professionally direct incoming calls.

• Welcome and attend to clients, delegates, mediators, trainers and visitors.

• Provide a professional and friendly first point of contact for the organisation.

• Receive and distribute incoming correspondence, couriers and deliveries.

• Manage meeting room bookings and assist with preparing meeting spaces.

• Ensure the reception and common areas are maintained to a high professional standard.

• Screen and direct enquiries to the appropriate team member.

• Maintain a professional and confidential approach when dealing with sensitive information.

Office Administration

• Provide general administrative support to the team and management.

• Assist with filing, scanning, printing, photocopying and document management.

• Maintain accurate electronic and physical filing systems.

• Assist with ordering stationery, office supplies and refreshments.

• Liaise with suppliers, service providers and building management where required.

• Assist with maintaining office records and administrative databases.

• Coordinate couriers, deliveries and general office requirements.

• Assist with organising internal meetings, events and team functions.

• Provide administrative support to the wider team as required.

Training & Presentation Support

• Assist with the preparation and formatting of PowerPoint presentations and training modules.

• Assist trainers with compiling, updating and preparing training materials.

• Make basic amendments to presentations, including formatting, images, tables and layouts.

• Assist with preparing training handouts, course materials and delegate packs.

• Support the administrative coordination of training courses and workshops.

Candidate Requirements

• Grade 12 / Matric essential.

• A relevant administration, office management or secretarial qualification would be advantageous.

• 2--4 years' experience in a Receptionist, Front Office, Office Administrator or similar role.

• Previous experience in a professional services, legal, consulting, financial or corporate environment would be advantageous.

• Excellent telephone etiquette and communication skills.

• Strong proficiency in Microsoft Office, particularly PowerPoint and Word.

• Good general computer literacy.

• Experience formatting PowerPoint presentations is essential.

• Strong organisational and administrative skills.

• Excellent attention to detail.

• Ability to manage multiple tasks and priorities.

• Professional written and verbal communication skills.

• Ability to maintain confidentiality and discretion.

• Strong interpersonal skills and a client-service orientation.

• Ability to work independently while also supporting a small team.

• A proactive, positive and "can-do" attitude .