Job Description

To provide reception duties and office administrative services for the company to ensure smooth running of the office.

 Reception Duties

• Answering the switchboard of 10 lines and taking messages.
• Attend to visitors for meetings and distribute refreshments, tea/coffee etc.
• Attending to any other reception duties

Office & Accounts

• Administration
• Responsible for the diary system for Insurance claims each day
• Manage and keep the filing system updated and well organised
• Open new files for new claims and projects and load onto shared drive and keep Excel schedule updated
• Management of the archiving system of jobs on the shared drive and co-ordinate with Metro file for external storage
• Book all travel requests and liaise with contracted travel agent
• Manage the petty cash system on Excel.
• Capturing on weekly timesheets and monthly travel on Quickbooks.
• Preparing invoices on Quickbooks
• Assist with outstanding debtors collection.
• Purchasing of office refreshments and supplies as well as stationery requirements
• Liaising with print shop to scan and print plans for various jobs, (as well as collection thereof)
• Managing the leave and sick leave forms and system for the office staff
• Ad-hoc administrative duties as required by staff, including drafting of tenders, completing
• JBCC documents and assisting with their filing.
• Checking of reports for clients for accuracy.

Qualifications and experience:

• Grade 12/ Matric or similar
• Min. 5 years experience with administrative support, with basic
  accounting duties
• Intermediate to Advanced MS Word and MS Excel skills essential
• Excellent administrative skills.
• Good numeracy skills and exp. using a similar accounting package
• Strong teamwork, interpersonal, communications skills
• Valid Drivers license and own vehicle