Receptionist & Office Administrator

The Office Administrator is responsible for the procurement of various goods and services as required from Head Office.  This procurement needs to be done through approved service provider and suppliers in line with MSA vendor requirements. This position is also responsible for managing the front desk and receiving all guests at Head office.

The Job

Role, Responsibility and Authority

Customer Interface

•    Ensure a high standard of visitor and staff service is maintained & enhanced at the main reception by displaying friendly, responsive courteous and effective interaction.
•    First point of contact on company customer line for enquiries and correct department transfer.
•    Creating detailed itineraries for international visitors to assist them in feeling comfortable during their visit with MSA.
•    Establish relationships with key suppliers and vendors (travel agent, catering etc.)

Office Administration/ Co-ordination

•    Raising and receipting of all Company Purchase Orders (Travel, Reimbursement Claims).
•    Co-ordinate and implement all corporate functions (hosted visits at all MSA sites – staff/clients) with venue, food and decor preparation/setting/on the day management etc.
•    Weekly stock orders, ensuring reasonable stock levels across company sites (stationary, office supplies and consumables, fruit etc.).
•    Assist in maintaining a positive company culture.
•    Organizing courier services as and when required across company sites.
•    Maintain office filing and storage systems.

Travel Co-ordination

•    Ensure travel itineraries are in line with Company Travel Policy
•    Booking of flights, hotel rooms, car hire and meeting rooms for all staff with Travel Agency
•    Ensuring that all travel costs are recorded, and invoices are in line with staff travel request forms
 

Inventory and Reporting

•    Update running inventory list of company consumable for office site.
•    Always have contingency stock and plan for unexpected visitors.
•    Creating a weekly and monthly report for the HR Manager, detailing office administration costs: Company consumables (stationery, office supplies, fruit orders, couriers and general housekeeping costs incurred for the month per site).
•    Quarterly travel costings per employee and cost centres for review.
•    Researching new suppliers for regular review of market costings.

Your Profile

Formal Schooling/Degree

Minimum: Matric with a qualification in Office Administration

Experience

1 - 2 years related experience  

Skills

Demonstrated relevant experience with Microsoft Office.
Excellent telephone and email etiquette.
Demonstrated experience with minute taking and setting agendas.
Excellent interpersonal communication and excellent writing skills.
Good organisational skills to manage multiple projects and deadlines.
Excellent attention to detail and strong administrative skills.
Ability to build reports and be at least an intermediate level on excel.
Strong customer interfacing experience.
 

Manuchar Offers

• Fringe benefits include Medical Aid, Gap Cover and Provident Fund.
• A vibrant, high-energy environment, where taking ownership with a proactive, hands-on attitude is encouraged.

Application Closing Date: 3 January 2025