Receptionist / Admin Assistant

SUMMARY:
Medical device supplier company based in Pretoria is looking for a Receptionist / Admin Assistant.

POSITION INFO:
The Receptionist and Administrative Assistant is responsible for managing the organisation's front-line interactions and providing comprehensive administrative support to various departments.
This role includes welcoming visitors, handling incoming and outgoing communications, and maintaining the smooth functioning of office operations.
Key responsibilities include managing meeting room schedules, supporting procurement and financial tasks, maintaining accurate records, coordinating courier logistics, and ensuring compliance with health, safety, and ISO standards.
This position requires excellent communication skills, attention to detail, and the ability to multitask effectively.
The role also supports the Director with personal and business-related tasks, month-end preparations, and travel arrangements, ensuring operational efficiency across the organisation

Greeting visitors.
Answering incoming calls & transferring calls as necessary.
Managing meeting room availability.
Taking and ensuring messages are passed to the appropriate staff member in time.
Petty Cash Management
Assist daily with Client queries.
Ordering and controlling of office supplies (stationary & refreshments)
Supply Warehouse Department with Picking Slip.
Handling correspondence received via email.
Couriers POD’s shared with Clients on WhatsApp Groups.
Supplier Shipments follow up & bookings.
Company Expense receipts recording and filing.
Maintain Leave application and register electronic system.
Assisting the Accounts department with quotations, sales orders, Pick slips and invoicing.
Assist Warehouse with filing.
Assisting with tenders as well as group and product registrations.
Adhere to ISO/Health and Safety register requirements.
Adhere to PPE requirements (Safety Shoes in the warehouse)
Sign-off General Cleaning Register
Managing of POPI
Invoice inquiries from Hospitals.
Send and follow up payments to service providers with Director.
Directors Personal Courier booking & tracking.
Booking travel and accommodation.
Assist Director with month-end preparation. (commission spreadsheet, Statements, etc).

Education & Qualifications:
Grade 12/Matric Certificate (essential).
Relevant diploma or certificate in Office Administration, Business Management, or a related field (advantageous).

At least 2-3 years’ experience in a reception or administrative role.
Experience in managing office supplies, petty cash, and correspondence.
Familiarity with tender submissions, invoicing, and quotations (preferred).