Receptionist and Office Administrator

Job Description

• Recruiting an organised and reliable Receptionist and Office Administrator to ensure the smooth day-to-day running of a business services company. This person will be the first point of contact for clients and visitors, creating a welcoming and professional environment while providing administrative and financial support to the Director and team.
• The role combines front-office duties and general office management with invoicing, billing administration and debtor and creditor follow-ups. Responsibilities include managing reception and communications, overseeing office supplies and petty cash, coordinating cleaning staff and maintenance services, and ensuring the office is well maintained and running efficiently.
• The successful candidate will also assist with preparing invoices for approval, keeping ProfSoft up to date, monitoring time entries and work in progress, following up on billing overruns and write-offs, maintaining debtor reports and coordinating debit order collections. 

Key Responsibilities

• Billing & Revenue Administration: Maintain billing checklists, initiate client invoices for Director approval, conduct weekly Work in Progress (WIP) checks in ProfSoft, track write-offs and overruns, execute Three Peaks debit order collections, and manage debtor follow-ups, daily reporting, and blacklisting procedures in accordance with standard operating procedures (SOP).
• Financial Control & Supplier Management: Maintain petty cash disbursements and reconciliations; oversee supplier invoices, input data into Hubdoc, ensure input VAT is correctly claimed in Xero, and prepare monthly payment schedules ahead of month-end closures.
• Annual Procedures & Costing: Update annual pricelists, apply yearly rate and retainer increases to client accounts, and maintain accurate client records on the PI System and internal databases.
• Front Office & Reception Management: Serve as the first point of contact by welcoming guests, serving refreshments, operating switchboard communications, and maintaining pristine presentation across the reception area and boardroom.
• Facilities, Supplies & Maintenance Coordination: Monitor and procure office stationery, maintain daily kitchen and bathroom supplies, log inventory for insurance, monitor weekly water and electricity consumption reports, and coordinate servicing schedules with external contractors for air conditioners, generators, fire extinguishers, printers, and appliances.
• Staff Supervision & Support Services: Oversee on-site cleaning staff, ensure workplace standards are adhered to, facilitate wage payments, conduct client file collections, post office visits, and errand runs.
• IT Administration & General Support: Log IT support tickets on Asana, schedule monthly IT maintenance checks, track team timesheet entries in ProfSoft, and deliver ad-hoc administrative support as directed.

Requirements

Essential Requirements

• Matric certificate.
• 2 to 3 years of demonstrated experience as an office administrator or finance clerk.
• Proven debt collection and debtor management experience.
• Demonstrated experience operating within a corporate environment with strong personalities.
• Advanced proficiency in Microsoft Office applications and web-based platforms.
• Fast, accurate typing skills (minimum 65 words per minute).
• Clear, concise written and verbal English communication capabilities.
• Comfort working in an animal-friendly workplace environment (must love animals).
• Willingness and availability to work overtime when operational deadlines dictate.

Desirable Requirements

• Secretarial Diploma or Certificate.
• Valid Driver’s Licence and access to own reliable transport.

Required Software Skills

• ProfSoft
• Xero
• Hubdoc
• Asana
• Three Peaks (Debit Order Collections)
• PI System
• Microsoft Office Suite