Reception & Office Support

SUMMARY:
Our client, a well-established company within the property industry, is seeking a professional, organised, and proactive Receptionist & Office Support Administrator to join their team. This role is ideally suited to a recent matriculant or entry-level / junior candidate who thrives in a busy office environment and enjoys providing exceptional front-line customer service while ensuring the smooth day-to-day running of the office.

The successful candidate will be responsible for reception duties, office administration, new employee onboarding support, and general office coordination.

POSITION INFO:
Key Responsibilities 

Reception & Front Office

• Welcome and assist walk-in clients in a professional manner.
• Manage the company switchboard and screen incoming calls.
• Manage the general office email inbox.
• Open the office daily and ensure lights and office music are switched on.
• Close the office at the end of the day by shutting down equipment and securing the premises.
• Maintain a clean, organised, and welcoming reception and office environment.

Office Administration

• Manage attendance registers and key control.
• Maintain management and PA calendars.
• Schedule and manage appointments for the company's on-site healthcare practitioner.
• Coordinate boardroom bookings and meeting schedules.
• Prepare and distribute meeting agendas, presentations, and meeting minutes.
• Print attendance registers and office documentation.
• Prepare valuation letters and open hour letters.
• Schedule appointments and bookings as required.
• Manage expired mandates, including email correspondence, deactivation, and archiving.

Office Support & Facilities

• Monitor and replenish stationery and office supplies.
• Ensure printers are stocked with paper and assist with basic printer troubleshooting.
• Monitor monthly printer usage across all branches.
• Maintain office plants and general office upkeep.
• Coordinate office maintenance requests, including lift service calls.
• Manage stock control and ordering of office supplies.
• Issue annual office diaries.

New Employee Support

• Provide Lightstone support and assist with user access where required.
• Assist with the onboarding of new employees by: 
  • Setting up email accounts and Outlook.
  • Configuring laptops and office systems.
  • Setting up printers.
  • Updating telephone directories.
  • Adding email accounts to mobile devices.
  • Adding and removing agents from the telephone system, printer access, and company birthday list.
  • Updating telephone lists, birthday lists, and printer access.

Key Competencies

• Professional and well-presented.
• Friendly and approachable.
• Excellent interpersonal skills.
• Strong administrative abilities.
• Highly organised and detail-oriented.
• Problem-solving mindset.
• Ability to work independently and as part of a team.
• Reliable, trustworthy, and proactive.

Minimum Requirements

• Grade 12 (Matric).
• Minimum 1-2 years' experience in a receptionist or office administration role will be advantageous. 
• Previous experience within the property, real estate, or professional services environment will be advantageous.
• Proficient in Microsoft Office (Outlook, Word, Excel).
• Fluent in both English and Afrikaans (written and verbal).
• Excellent verbal and written communication skills.
• Strong organisational and time management abilities.
• Professional telephone etiquette and customer service skills.
• Ability to multitask and work under pressure.
• High level of accuracy and attention to detail.
• Valid driver's licence (advantageous).