Receptionist and Office Administrator

About the role

A business services company in Parow, Cape Town is recruiting an organised and reliable Receptionist and Office Administrator. The person will be the first point of contact for clients and visitors and provide administrative and financial support to the Director and team, combining front-office duties with general office management, invoicing, billing administration and debtor and creditor follow-ups.

Key responsibilities

• Billing and revenue administration: maintain billing checklists, initiate client invoices for Director approval, run weekly Work in Progress (WIP) checks in ProfSoft, track write-offs and overruns, run Three Peaks debit order collections, manage debtor follow-ups, daily reporting and blacklisting procedures.
• Financial control and supplier management: maintain petty cash disbursements and reconciliations, oversee supplier invoices, enter data into Hubdoc, ensure input VAT is correctly claimed in Xero and prepare monthly payment schedules.
• Annual procedures and costing: update annual pricelists, apply yearly rate and retainer increases to client accounts and keep client records accurate on the PI System and internal databases.
• Front office and reception: welcome guests, serve refreshments, operate the switchboard and keep the reception area and boardroom presentable.
• Facilities, supplies and maintenance: procure stationery, maintain kitchen and bathroom supplies, log inventory for insurance, monitor utility consumption and coordinate servicing of air conditioners, generators, fire extinguishers, printers and appliances.
• Staff supervision and support: oversee on-site cleaning staff, facilitate wage payments, collect client files, post office visits and run errands.
• IT administration: log IT support tickets on Asana, schedule monthly IT maintenance checks and track timesheets in ProfSoft.

Required profile

• Matric certificate.
• 2 to 3 years of experience as an office administrator or finance clerk.
• Proven debt collection and debtor management experience.
• Experience in a corporate environment with strong personalities.
• Clear written and spoken English.
• Comfortable working in an animal-friendly workplace; must love animals.
• Willingness to work overtime when deadlines require it.
• Desirable: Secretarial Diploma or Certificate, valid driver's licence and access to own transport.

Required skills

• Advanced Microsoft Office
• ProfSoft, Xero, Hubdoc, Asana, Three Peaks and the PI System
• Typing speed of at least 65 words per minute