Admin Staff/Receptionist

1.0 SCOPE OF POSITION:
The scope of this position covers reception, secretarial assistance and general office duties.

2.0 FUNCTIONAL TASKS AND RESPONSIBILITIES:
RECEPTION DUTIES:
- Answer/handle general inquiries.
- Direct incoming calls to appropriate person.
- Collection and distribution of incoming mail and courier documentation.
- Organise outgoing mail and couriers, ensuring mail registers are kept.
- General banking.
- Control petty cash and keep updated cash book.
- Outstanding debtor collection.
- Preparation of company invoices under the direction of the individual Project Manager.
- Check all office time sheets are complete for payroll.
- Organise travel and accommodation arrangements.
- Ensure contacts and projects are maintained.
- Secretarial assistance i.e. typing and word processing (written and verbal).
- Organise meetings for the Directors, Principals and Designers.
- Maintenance of office equipment: computers, phones, printers, photocopiers, binding machine, etc.
- Newspaper and web advertising.
- Stock control (stationery and office amenities).
- Maintain In/Out board.

3.0 REQUIREMENTS/KNOWLEDGE AND/OR EXPERIENCE:
- Sound computer knowledge and skills i.e. windows, word processing & spreadsheet (excel).
- Sound knowledge and skills in use of telephone system and general office equipment.
- Good administration and organisational skills.
- Good interpersonal skills.
- Candidate must possess at least a College Degree of any field
- Good communication and interpersonal skills, must be fluent in English
- Pleasant personality
- At least computer literate
- Go-getter. Willing to go the extra mile with a strong work ethic; self-directed and resourceful
- Must be female
- Immediate availability
- With experience in a call center is an advantage but not required.