Administrative Receptionist and Travel Coordinator

Job Title: Administrative Receptionist and Travel Coordinator
Location: Johannesburg

Job Overview:

The Administrative Receptionist and Travel Coordinator is a key role responsible for managing the front desk, providing exceptional customer service, and overseeing various administrative and travel-related tasks. This position involves office management, document collaboration using Microsoft SharePoint and Teams, travel coordination, legal compliance, and insurance claims management, while ensuring smooth operations within the office.

Key Responsibilities:

• Front Desk Management:
  • Greet visitors and ensure a professional, welcoming atmosphere.
  • Answer incoming calls, direct them appropriately, and relay messages.
  • Maintain a tidy and organized reception area.
• Office Administration:
  • Handle mail distribution, courier requests, and stationary stock management.
  • Manage company documents using SharePoint and Teams, ensuring accurate filing and document control.
  • Supervise office staff and handle office equipment maintenance.
• Travel Coordination:
  • Arrange local and international travel, including flights, accommodations, ground transport, and visas.
  • Prepare travel itineraries, manage expense reports, and track travel-related documentation.
  • Oversee vehicle fleet reports, local travel logistics, and shuttle services.
• Compliance and Secretarial Support:
  • Ensure KYC compliance for foreign companies per FICA regulations.
  • Manage insurance claims and legal document submissions.
  • Provide secretarial support, including scheduling appointments, managing calendars, and compiling complex documents.
• General Administrative Duties:
  • Assist in organizing meetings, conferences, and ad hoc events.
  • Collaborate with internal departments to support smooth office operations.
  • Continuously improve office procedures for enhanced efficiency.

Qualifications and Experience:

• Education:
  • Matric (Office Administration qualification advantageous).
• Experience:
  • Proven experience as a receptionist or administrative assistant in a fast-paced environment.
  • Experience in travel management, legal compliance, and insurance claims management.

Skills and Competencies:

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
• Knowledge of Microsoft SharePoint and Teams for document collaboration.
• Strong communication skills (written and verbal).
• Exceptional organizational skills and attention to detail.
• Ability to handle confidential information with integrity.
• Flexibility in managing changing priorities.
• Strong customer service orientation and problem-solving skills.

Other Requirements:

• Knowledge of KYC requirements and FICA regulations.
• Ability to manage vehicle bookings and courier services.
• Must be able to prepare and reconcile monthly travel and vehicle fleet reports

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