Front of House Administrator

About the position

We are looking for a friendly and organised Front of House Administrator to be the welcoming face of the business. The successful candidate will manage the telephone and reception area, assist customers and provide administrative support to the Accounts department.
Minimum Requirements

• At least 3 years’ experience as a receptionist or in a similar role involving administrative functions.
• Matric, with a good understanding of accounting principles and functions. N4/N5 Accounting would be an advantage and provide scope for future expansion of the role.
• Ability to multitask and work well under pressure.
• Good written and verbal communication skills.
• Ability to handle confidential information.
• Strong organisational skills and the ability to keep a workspace neat and tidy.
• Punctual with good time management skills.
• Ability to work independently and as part of a team.
• Friendly with a pleasant demeanour.
• A creative mind and a good working knowledge of Canva would be an advantage.

Duties and Responsibilities
Reception and Telephone Management

• Keep the workstation and surrounding areas neat and assist colleagues during break times.
• Maintain a professional and friendly manner when dealing with staff and customers.
• Answer calls professionally and take detailed, accurate messages where necessary.
• Transfer calls to the appropriate person or department.
• Respond to general customer queries and enquiries where possible.

Accounts Functions

• Draw missing Proof of Delivery (POD) reports from the in-house system.
• Scan signed invoices into the system, and sort and file signed invoices.
• Track missing PODs for the Cape Town and Johannesburg branches and liaise with couriers.
• Receive and sign for parcels.
• Book courier collections, track client parcels and follow up where necessary.
• Request approval for supplier courier expenses and capture them on the accounting package.
• Collect drivers’ petrol slips and complete the monthly reconciliation.
• Assist with other ad hoc tasks as required.

Administrative Functions

• Capture staff time and attendance.
• Capture and file staff leave applications.
• Ensure office stationery, groceries and cleaning materials are ordered as needed.
• Ensure all monthly non-stock billing is submitted to Head Office for payment.

Desired Skills:

• Front of House Management
• Reception
• Finance Administration
• Accounts Administration