Administrative Receptionist and Travel Coordinator at The Capital Hotels, Apartments & Resorts

Key Performance Areas:

• Greet and welcome visitors, ensuring a positive and professional front desk experience.
• Answer and direct incoming calls, taking messages and relaying information as necessary.
• Manage the reception area, ensuring cleanliness and tidiness.
• Handle incoming and outgoing mail, including sorting, distributing, and preparing packages.
• Maintain office supplies inventory and place orders as needed.
• Coordinate travel arrangements, including booking flights, accommodations, and ground transportation.
• Prepare travel itineraries, expense reports, and other related documentation.
• Ensure compliance with KYC (Know-Your-Customer) requirements for foreign companies as per FICA regulations.
• Handle insurance claims submission and management.
• Perform secretarial support, including maintaining calendars, scheduling appointments, making copies, and signing and compiling complex documentation.
• Manage company documents, including accurate filing, document warehousing, and expiry term monitoring for agreements and SLAs.
• Assist with company secretarial work, including handling documentation, and collaborating with external service providers as required.
• Maintain accurate records and databases, ensuring confidentiality and compliance.
• Manage local flight bookings, check-ins, calendar invites, boarding passes, and any changes for travel arrangements.
• Coordinate local travel logistics, including shuttle services and accommodations.
• Handle international travel arrangements, including flights, visas, and accommodations.
• Oversee office management tasks, including stationery stock management, company vehicle bookings, and courier requests.
• Prepare and manage monthly vehicle fleet and travel reconciliations and reports.
• Organize and schedule meetings and appointments and ensure timely follow-up.
• Implement and maintain filing systems, ensuring organization and accessibility of documents utilising Microsoft SharePoint and Teams.
• Supervise and monitor the work of office staff, when applicable.
• Implement and maintain office administrative systems and procedures.
• Serve as the point of contact person for maintenance, supplies, equipment, and errands.
• Collaborate with other departments to ensure smooth operation and communication within the office.
• Work alongside the Office Manager to coordinate and plan ad hoc events, meetings, and conferences.
• Manage and maintain office equipment, including troubleshooting and arranging repairs if necessary.
• Assist with the preparation and formatting of documents, presentations, and reports.
• Provide administrative support to senior management, including preparing meeting materials, and organizing travel arrangements.
• Continuously improve office procedures and suggest innovative solutions for efficiency and productivity.
• Maintain a professional and welcoming atmosphere for all visitors and employees.
• Assist in onboarding new employees alongside other departments, including preparing access tags, workspace,equipment, and necessary documentation.
• Stay up-to-date with industry trends and best practices in office administration and receptionist duties.

Requirements:

• Matric
• Office Administration Qualification Advantageous
• Proven experience as a receptionist or administrative assistant in a fast-paced environment.
• Excellent verbal and written communication skills.
• Strong customer service orientation and a friendly, professional demeanour.
• Exceptional organisational and time management abilities.
• Proficient in Microsoft Office Suite, especially Excel, Word, and PowerPoint.
• Knowledge of Microsoft SharePoint and Teams for document collaboration.
• Expertise in business administration and legal compliance.
• Familiarity with insurance claims submission and management processes.
• Ability to handle travel management tasks, including flight bookings, visas, and accommodations.
• Knowledge of KYC requirements and FICA regulations.
• Attention to detail and accuracy in all work activities.
• Flexibility to handle changing priorities and adapt to various situations.
• Discretion and integrity when handling confidential information.
• Experience in overseeing office management tasks, such as stationery stock management, company vehicle bookings, and courier requests.
• Ability to prepare and manage monthly travel reports and reconciliations.
• Please note that relocation costs will be for your own expense should your application be successful and you reside outside of the JHB Area.