Administrative Receptionist and Travel Coordinator

September 11, 2024

The Capital Hotels and Apartments

Sandton

FULL TIME

Description:
As the Administrative Receptionist and Travel Coordinator, you will be the primary receptionist, managing the front desk, and providing exceptional customer service. In addition, you will be responsible for various administrative tasks, including office management, travel coordination and cost reporting thereof, secretarial duties, document collaboration using Microsoft Share Point and Teams, overseeing office tasks such as stationery stock management, company vehicle bookings, and courier requests, as well as managing vehicle fleet reports. Furthermore, the role requires expertise in business administration, legal compliance, insurance claims management, and travel management.
Key Performance Areas:

- Greet and welcome visitors, ensuring a positive and professional front desk experience.-

Answer and direct incoming calls, taking messages and relaying information as necessary.
Manage the reception area, ensuring cleanliness and tidiness.
Handle incoming and outgoing mail, including sorting, distributing, and preparing packages.
Maintain office supplies inventory and place orders as needed.
Coordinate travel arrangements, including booking flights, accommodations, and ground transportation.
Prepare travel itineraries, expense reports, and other related documentation.
Ensure compliance with KYC (Know-Your-Customer) requirements for foreign companies as per FICA regulations.
Handle insurance claims submission and management.
Perform secretarial support, including maintaining calendars, scheduling appointments, making copies, and signing and compiling complex documentation.
Manage company documents, including accurate filing, document warehousing, and expiry term monitoring for agreements and SLAs.
Assist with company secretarial work, including handling documentation, and collaborating with external service providers as required.
Maintain accurate records and databases, ensuring confidentiality and compliance.
Manage local flight bookings, check-ins, calendar invites, boarding passes, and any changes for travel arrangements.
Coordinate local travel logistics, including shuttle services and accommodations.
Handle international travel arrangements, including flights, visas, and accommodations.
Oversee office management tasks, including stationery stock management, company vehicle bookings, and courier requests.
Prepare and manage monthly vehicle fleet and travel reconciliations and reports.
Organize and schedule meetings and appointments and ensure timely follow-up.
Implement and maintain filing systems, ensuring organization and accessibility of documents utilising Microsoft Share Point and Teams.
Supervise and monitor the work of office staff, when applicable.
Implement and maintain office administrative systems and procedures.
Serve as the point of contact person for maintenance, supplies, equipment, and errands.
Collaborate with other departments to ensure smooth operation and communication within the office.
Work alongside the Office Manager to coordinate and plan ad hoc events, meetings, and conferences.
Manage and maintain office equipment, including troubleshooting and arranging repairs if necessary.
Assist with the preparation and formatting of documents, presentations, and reports.
Provide administrative support to senior management, including preparing meeting materials, and organizing travel arrangements.
Continuously improve office procedures and suggest innovative solutions for efficiency and productivity.
Maintain a professional and welcoming atmosphere for all visitors and employees.
Assist in onboarding new employees alongside other departments, including preparing access tags, workspace,equipment, and necessary documentation.
Stay up-to-date with industry trends and best practices in office administration and receptionist duties.

Requirements:

Matric
Office Administration Qualification Advantageous
Proven experience as a receptionist or administrative assistant in a fast-paced environment.
Excellent verbal and written communication skills.
Strong customer service orientation and a friendly, professional demeanour.
Exceptional organisational and time management abilities.
Proficient in Microsoft Office Suite, especially Excel, Word, and Power Point.
Knowledge of Microsoft Share Point and Teams for document collaboration.
Expertise in business administration and legal compliance.
Familiarity with insurance claims submission and management processes.
Ability to handle travel management tasks, including flight bookings, visas, and accommodations.
Knowledge of KYC requirements and FICA regulations.
Attention to detail and accuracy in all work activities.
Flexibility to handle changing priorities and adapt to various situations.
Discretion and integrity when handling confidential information.
Experience in overseeing office management tasks, such as stationery stock management, company vehicle bookings, and courier requests.
Ability to prepare and manage monthly travel reports and reconciliations.