Temp - Receptionist

Description:

The purpose of this position is to ensure the office operates efficiently and that all staff receive the necessary administrative infrastructure and support to carry out their duties effectively. This role is central to the organisation’s smooth running, combining administrative support, office management, and coordination across finance, compliance, and stakeholder engagement.

Key Responsibilities

Organise and oversee all administrative activities to ensure smooth office operations.
Provide administrative support to staff, executives, and the CEO as required.
Maintain office equipment, records, and efficient administration processes.
Establish and manage a structured filing and record management system.
Purchase and manage office supplies and equipment within budget guidelines.
Record office expenditure and assist in managing budgets.
Liaise with and maintain records of approved suppliers, ensuring all compliance documentation is up to date.
Prepare quotations, purchase orders, and supplier communications.
Assist with preparing monthly financial reports for board meetings and maintain accurate financial records.
Record and prepare minutes for Executive, Board, and SHE Committee meetings, ensuring timely distribution of agendas and notices.
Coordinate logistics for meetings, functions, and events, including invitations, bookings, catering, and venue arrangements.
Conduct SHE Representative inspections and support health, safety, and environmental objectives.
Report supplier or subcontractor deviations to management.
Manage travel bookings for employees and executives, ensuring cost effectiveness.
Provide reception support by handling calls, visitors, and client interactions.
Supervise and monitor secretarial, clerical, and cleaning staff (if applicable).
Maintain the office asset register (furniture, equipment, and IT resources).
Participate in marketing initiatives and support the management of social media channels.
Respond to customer enquiries and complaints, ensuring a strong customer focus.
Support environmental, health, and safety compliance in line with organisational requirements.

Requirements:

Key Requirements

Preferably hold a certificate in Office Administration (or related qualification) with at least 5 years’ relevant industry experience.
Advanced working knowledge of MS Office, particularly Excel and Word.
Strong administrative and organisational skills with high attention to detail.
Excellent verbal and written communication skills in English.
Ability to engage effectively with colleagues, management, clients, and external stakeholders.
Demonstrated entrepreneurial flair and sound business acumen.
Well organised, able to prioritise tasks, work under pressure, and use initiative.
Team player with a proactive and solutions-driven approach.
Effective decision-making skills and strong self-discipline.
Ability to work independently with minimal supervision while meeting demanding deadlines.


Key Knowledge and Skills

Developing and implementing administrative systems, including record management.
Recording and monitoring office expenditure, budget tracking, and reporting.
Office layout planning, maintaining stationery, and equipment management.
Coordinating office maintenance and arranging repairs as required.
Providing high-level administrative support to the CEO and broader team.
Strong written and verbal communication skills, with the ability to prepare professional reports, proposals, and correspondence.
Effective event and meeting coordination, including logistics and stakeholder engagement.
Strong customer service orientation with the ability to handle both internal and external client needs.
Ability to manage social media communication in alignment with organisational marketing goals.
Structured approach to work, with the ability to set and meet agreed timescales.
High level of accuracy, reliability, and consistency in written and financial records.