Receptionist & Office / Admin Assistant

Minimum Requirements

• Must live in or near Franschhoek, or have reliable transport
• Proven work experience in one or more of the following:
  
  • Office Administrator
  • Administrative Assistant
  • Finance
  • Receptionist
• Tertiary qualification in Administration, Management or HR
  (Candidates with more than 1 year of relevant work experience may be considered without tertiary education)

• 1–3 years’ experience in administration, office support or related fields

Competencies & Skills Required

• Proficient in MS Office (Word, Excel, Outlook); Pastel experience advantageous
• Professional, punctual, and clear verbal and written communication
• Excellent interpersonal skills
• Fluent in English and Afrikaans
• Professional telephone and email etiquette
• Strong attention to detail and accuracy (especially when working with numbers)
• Ability to multitask, work under pressure, and remain calm in challenging situations
• Ability to work independently and as part of a team
• Professional appearance and positive attitude

• Basic accounting or bookkeeping knowledge
• Ability to clearly explain payment terms
• Ability to encourage payments while maintaining positive client relationships

Key Responsibilities

• Greet and welcome visitors professionally
• Answer and divert phone calls; respond to emails and WhatsApp messages
• Assist clients with queries, complaints and general information
• Take and process orders via WhatsApp, email and phone
• Process tax invoices, quotations and sales orders using Pastel
• Manage calendars and schedule appointments (e.g. doctor, dentist)
• Remind staff or management of meetings and important dates
• Receive packages and sign off deliveries or collections
• Provide general administrative support including filing, scanning, printing and document preparation
• Report issues to relevant personnel
• Take the work cellphone home when required to note after-hours WhatsApp messages and notify relevant staff the next working day

• Manage a personal client base, including order processing and account reviews
• Send statements and monitor payment history
• Perform debt collection duties
• Identify slow-paying or overdue accounts
• Assist with basic accounting or payroll tasks (if required)
• Order and manage office supplies (mainly stationery)
• Conduct stock taking