Front Office and Research Admin Assistant

SUMMARY:
We are seeking a professional, well-presented, and personable Front Office Administrator to join an established and reputable company based in the Lynnwood area of Pretoria East.
The ideal candidate will be well-spoken, friendly, and highly organised, with a passion for delivering exceptional customer service. This role will serve as the first point of contact for clients and visitors, while providing vital administrative support to ensure the smooth day-to-day operation of the office.

POSITION INFO:
Position overview:
You will provide professional front desk services while delivering efficient administrative support to the Research Coordination department. The role requires excellent communication, organizational, and multitasking skills to ensure smooth front office operations and effective research administration.

Requirements:

• Grade 12 (Matric) 
• An administrative diploma or related qualification will be advantageous.
• 3+ years’ admin / reception experience - Essential 
• Proficiency in Microsoft Office on intermediate level.
• Fluency in English and Afrikaans (written and spoken) language - Essential 
• Excellent verbal and written communication skills.
• Strong interpersonal and customer service orientation.
• High level of professionalism and attention to detail.
• Ability to multitask and work under pressure.
• Strong organizational and coordination skills.

• Maintain a clean, professional, and welcoming reception area at all times.
• Receive, greet, and assist all visitors in a courteous and professional manner.
• Implement access control procedures and direct visitors to the appropriate departments.

• Maintain a sound understanding of organizational structure and departmental responsibilities.
• Manage incoming calls, emails, and general enquiries by responding directly or routing to the relevant personnel.
• Ensure timely follow-up on all enquiries.
• Keep internal contact lists updated and accurate.
• Manage the additional email inbox and distribute enquiries appropriately.

• Log, monitor, and follow up on photocopier service requests across all offices, ensuring timely resolution.
• Submit monthly photocopier meter readings to the service provider.
• Maintain accurate service records and escalate delays where necessary.
• Order photocopier toner.
• Operate the switchboard and report faults timeously to the service provider.

• Provide administrative and operational support across departments.
• Report maintenance requests to L&L and follow-up on finalisation thereof.
• Maintain the L&L maintenance register and submit updates monthly for invoicing purposes.
• Responsible for ordering office groceries and flowers

• Coordinate the sending, receiving, and distribution of courier parcels efficiently and accurately.

• Maintain and update the Infoworks magazine subscription database, including new subscriptions and cancellations

• Provide administrative support to the Research Coordination team across all research projects.
• Maintain accurate and up-to-date project documentation, including contracts, proposals, reports, and correspondence.
• Assist in the preparation, formatting, and submission of research proposals and reports.
• Support the onboarding and administrative setup of new research projects.

• Provide administrative support for research consortia, including scheduling meetings, preparing agendas, and minute taking.
• Maintain stakeholder contact databases and ensure information is current and accurate.
• Facilitate communication between internal teams and external partners.
• Assist in coordinating workshops, meetings, and events related to research projects.

• Maintain and update research databases, records, and filing systems.
• Ensure proper version control and secure storage of research documentation.
• Assist with data capturing and reporting where required.

• Assist in compiling periodic research reports (internal and external).
• Support audit preparation processes by ensuring documentation is readily available and complete.
• Track submission deadlines for funders and regulatory bodies.