Office Administration & Receptionist (Harare)

Green Fuel

Aug. 14, 2024

Job Description

Oxford Properties is looking for an organized, outgoing office assistant receptionist. In this position you will assist with a variety of clerical & administrative duties. Ultimately, a receptionist’s duties and responsibilities are to ensure the front desk welcomes guests positively and executes all administrative tasks to the highest standards. Candidate should be highly confidential and have a punctual good work ethic.

Work hours: Monday – Friday 08:00 – 17:00 with 1 hour lunch break, daily at 1pm.

Duties and Responsibilities

Greet and welcome guests as soon as they arrive at the office.
Direct visible visitors to the appropriate person and office.
Answer, screen and forward incoming phone calls.
Ensure reception area is tidy and presentable, with all necessary stationery and material.
Provide basic and accurate information in-person and via phone/email.
Receive, sort and distribute daily mail or deliveries.

Maintain office security by following safety procedures and controlling access via the visitor’s logbook Including but not limited to:

Daily upkeep of the office.
Ensure garden is always maintained and tidy – managing the gardener.
Manage the office cleaner to ensure all areas are clean.

Monthly Administration:

Keeping an inventory of office supplies and ordering new materials as needed ie. stationery, groceries, cleaning items.
Update office calendars and schedule meetings.
Arrange travel and accommodations, and prepare vouchers when required.
Keep updated records of office expenses and costs.
Perform other clerical receptionist duties such as filing, photocopying, transcribing, scanning documents.
Taking minutes at the meetings held in the boardroom, when required.
Order daily staff lunches and submit weekly invoice for payment.

Qualifications and Experience

Proven work experience as a receptionist, front office representative or similar role for at least 3 years, including references from previous employers.
Proficiency in Microsoft office suit.
Hands-on experience with office equipment (printer/Scanner).
Professional attitude and appearance.
Solid written and verbal communication skills.
Ability to be resourceful and proactive when issues arise.
Excellent organizational skills.
Multitasking and time management skills, with the ability to prioritise tasks, with minimal supervision.
Positive Customer service attitude.
High School degree.
ISO 23952 Service excellent certificate.
ISO 10003 Quality management certificate.