Hofman Architects has a vacancy for a Receptionist and Personal Assistant to the director

DESCRIPTION

We are looking for a Receptionist to manage our front desk and to perform a variety of administrative and secretarial tasks.

As Receptionist, you will be the first point of contact for our company. Our Receptionist’s duties include offering administrative support across the organization. You will welcome guests and greet people who visit the office. You will also coordinate front-desk activities, including distributing correspondence and redirecting phone calls.

You should have a pleasant personality, as this is also a customer service role. You should also be able to deal with emergencies in a timely and effective manner, while streamlining office operations. Multitasking and stress management skills are essential for this position.

Ultimately, the Receptionist’s duties and responsibilities are to ensure the front desk welcomes guests positively, and executes all administrative tasks to the highest quality standards.

Responsibilities include but are not limited to:

  • Greet and welcome guests at the office
  • Direct visitors to the appropriate person and office
  • Answer, screen and forward incoming phone calls
  • Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
  • Provide basic and accurate information in-person and via phone/e-mail
  • Receive, sort and distribute daily e-mails/deliveries
  • Order / buy office supplies and keep inventory
  • Update calendars and schedule meetings
  • Assist staff with administration
  • Invoicing clients and following up on payments
  • Arrange travel and accommodation for work outside of Gauteng
  • Keep updated records of office expenses and costs
  • Staff management
  • Perform other clerical receptionist duties such as filing, photocopying etc.

Requirements and skills:

  • Proven work experience as a Receptionist, Front Office Representative or similar role
  • Proficiency in Microsoft Office Suite
  • Hands-on experience with office equipment (e.g. printers)
  • Professional attitude and appearance
  • Solid written and verbal communication skills
  • Ability to be resourceful and proactive when issues arise
  • Excellent organizational skills
  • Multitasking and time-management skills, with the ability to prioritize tasks
  • Customer service attitude
  • High school degree; additional certification in Office Management is a plus

Application can be sent to marietjie@hofman.co.za 

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