Receptionist & Office Administrator

Envoy Global is seeking a proactive Receptionist & Office Administrator to join our IBN team in Cape Town, South Africa. This front-facing role is ideal for someone who thrives in a dynamic environment, brings a warm and welcoming presence, and has a knack for keeping operations running smoothly. The ideal candidate is a strong communicator, highly organized, and comfortable juggling multiple responsibilities with efficiency and grace. Reporting to the Office Manager, this position offers high visibility and collaboration across departments, making it a key contributor to both employee experience and operational excellence.

As our Receptionist & Office Administrator, you will be required to: 

• Monitor call response times, reduce abandonment rates, and resolve queries without transfers.
• Welcome and manage visitors efficiently, minimize wait times, and collect satisfaction feedback.
• Streamline check-in/check-out processes, provide accurate information, and respond promptly to inquiries.
• Schedule appointments effectively and reduce no-show rates.
• Communicate professionally and clearly in both verbal and written formats, ensuring positive feedback.
• Handle unexpected situations calmly and escalate issues appropriately when necessary.
• Maintain a clean, organized reception area with readily available informational materials.
• Operate phone systems, office software, and equipment like printers, scanners, and copiers proficiently.
• Collaborate smoothly with colleagues and offer assistance to support seamless operations.
• Track and report expenses accurately, adhere to budget guidelines, implement cost-saving initiatives, and issue invoices via SAGE.
• Monitor inventory, restock supplies timely, and manage vendor relationships effectively.
• Respond to maintenance requests promptly, follow schedules, and ensure office cleanliness and functionality.
• Organize travel arrangements efficiently, process reimbursements on time, and manage logistics for meetings and events.
• Maintain organized filing systems, implement digital document solutions, and ensure document security and version control.
• Respond to emails and inquiries professionally and distribute internal updates effectively.
• Ensure data accuracy, generate regular and ad hoc reports, and use insights to identify trends.
• Identify workflow bottlenecks, implement process improvements, and measure impact on office efficiency.

To apply for this role, you should possess the following skills, experience and qualifications: 

• Proven experience in receptionist and/or office administration roles.
• Proficiency in MS Office Suite, phone systems, and office equipment (printers, scanners, copiers).
• Strong organizational and multitasking abilities in a fast-paced environment.
• Excellent verbal and written communication skills with a professional demeanor.
• Ability to handle confidential information with discretion and integrity.
• Familiarity with invoicing tools such as SAGE and digital platforms like Docusign.
• Experience in managing travel arrangements and coordinating logistics for meetings or events.
• Basic understanding of expense tracking and budget adherence.
• Ability to maintain a clean and welcoming reception area and office space.
• Skilled in managing inventory and liaising with vendors for timely procurement.
• Comfortable with digital document management systems and version control practices.
• Strong problem-solving skills and ability to remain calm under pressure.
• Willingness to collaborate with cross-functional teams and support colleagues proactively.
• Attention to detail and commitment to maintaining high standards of accuracy.
• Flexibility to adapt to changing priorities and take initiative in improving processes.
• 2-4 years of experience in a customer facing office management role

 

This role is an in-office position based at our Cape Town, South Africa offices

In return, you will work for a supportive, employee-focused organization that encourages staff to achieve a work-life balance, teamwork, and communication on a global scale with other offices.

If you feel that you meet our requirements, we look forward to hearing from you asap!

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