Role Purpose:

The Receptionist / Office Administrator is responsible for managing front-of-house operations and providing administrative support to ensure the smooth day-to-day functioning of the office. The role serves as the first point of contact for clients, visitors, and stakeholders, ensuring a professional and welcoming experience aligned with Merchant West’s standards. The position involves handling incoming calls, managing correspondence, coordinating office activities, and supporting internal teams with administrative tasks. The Receptionist / Office Administrator plays a key role in maintaining an organised, efficient, and professional office environment while supporting business operations and service delivery.

Main Accountabilities:

1. Front-of-House Management and Client Interaction

• Manage reception area and ensure a professional and welcoming environment.
• Handle incoming calls, emails, and visitor interactions efficiently and professionally.
• Ensure a positive first impression aligned with Merchant West standards.

2. Administrative Support and Office Coordination

• Provide administrative support to teams across the business.
• Assist with scheduling, meeting coordination, and general office tasks.
• Ensure smooth day-to-day office operations.

3. Communication and Correspondence Management

• Manage incoming and outgoing correspondence, including emails and courier deliveries.
• Direct queries to the appropriate departments or individuals.
• Ensure timely and accurate communication across the organisation.

4. Document and Record Management

• Maintain accurate filing systems and office documentation.
• Ensure documents are organised, accessible, and up to date.
• Support record-keeping and administrative processes.

5. Office Operations and Supplies Management

• Monitor and manage office supplies and equipment.
• Coordinate with suppliers for office-related services and maintenance.
• Ensure the office environment is well-maintained and operational.

6. Stakeholder Support and Coordination

• Assist internal and external stakeholders with queries and requests.
• Coordinate visitor access and meeting arrangements.
• Provide support to ensure effective interaction with clients and partners.

7. Compliance and Administrative Governance

• Ensure adherence to internal administrative procedures and policies.
• Maintain confidentiality and handle sensitive information appropriately.
• Support compliance and governance requirements related to office administration.

Qualifications:

• Matric (Grade 12).
• Diploma or relevant tertiary qualification in Business Administration, Office Administration, or a related field would be advantageous.

Experience:

• 2–4 years in reception, office administration, or administrative support within a professional or corporate environment.
• Managing front-of-house operations and handling client interactions.
• Providing administrative support and coordinating office activities.
• Managing correspondence, calls, and general office communication.
• Maintaining records, filing systems, and office documentation.

Skills

• Front-of-house and client interaction management
• Office administration and coordination
• Communication and correspondence management
• Scheduling and meeting coordination
• Document and record management
• Microsoft Office and office systems utilisation
• Supplier coordination and office support services
• Administrative organisation and task management

Competencies:

• Professionalism and client service orientation
• Communication and interpersonal skills
• Attention to detail and accuracy
• Organisational discipline and prioritisation
• Accountability and ownership
• Team collaboration
• Responsiveness and adaptability
• Integrity and confidentiality