Reception / Administrative Assistant

An established and dynamic company in the print and production industry is seeking a highly organised, proactive, and detail-oriented Reception / Administrative Assistant to join their busy team.

This position is ideal for an individual who thrives in a fast-paced, deadline-driven environment and enjoys taking initiative across multiple operational areas — including reception, logistics, procurement, and housekeeping.

If you’re resourceful, solutions-driven, and enjoy variety in your workday, this opportunity is for you.
Key Responsibilities

Reception and Front Office

• Warmly welcome and assist visitors and customers.
  

• Handle incoming calls, direct queries, and manage messages efficiently.
  

• Manage access control and visitor logs for the premises.
  

• Receive and dispatch customer and supplier orders.
  

Logistics (Courier and Dispatch Support)

• Coordinate courier collections and complete waybills (manual or electronic).
  

• Track and trace parcels, confirming deliveries and maintaining POD records.
  

• Raise purchase orders and ensure courier deliveries receive priority handling.
  

Procurement and Stock Coordination

• Source and order stock items for printing and production teams.
  

• Liaise with suppliers to confirm availability and pricing.
  

• Raise purchase orders, follow up on deliveries, and ensure all documentation is completed and submitted accurately.
  

Housekeeping and Maintenance Coordination

• Maintain filing systems, archive job bags, and manage daily office organisation.
  

• Log and follow up on maintenance or service interruptions (electricity, water, internet, etc.).
  

• Coordinate waste removal, sanitation schedules, and other compliance-related services.
  

Administrative and Financial Support

• Draft correspondence, supplier letters, and update internal price lists.
  

• Support sales and installation teams with quotes, bookings, and general admin tasks.
  

• Assist with timesheet monitoring and supplier payment processing.
  

• Collate supplier closing dates and prepare purchase order updates.
  

• Grade 12 / Matric (a post-matric qualification advantageous).
  

• Prior administrative or reception experience in a printing or production environment highly beneficial.
  

• Proficiency in Microsoft Office Suite (intermediate level).
  

• Experience with QuickEasy software advantageous.
  

• Solid understanding of administrative, clerical, and filing systems.
  

• Basic accounting knowledge / mathematical literacy essential.
  

• Fluent in English and Afrikaans (spoken and written).
  

• Experience as a receptionist, administrative assistant, or similar role.
  

• Excellent written and verbal communication skills.
  

• Highly organised, detail-focused, and able to multitask effectively.
  

• Strong problem-solving and proactive attitude.
  

• Professional presentation and strong interpersonal skills.
  

• Ability to remain calm and efficient under pressure.
  

• A positive, can-do mindset and willingness to learn.
  

Additionally, the successful candidate will demonstrate:

• Initiative: Spots gaps and acts without waiting to be told.
  

• Retention: Understands and applies instructions consistently the first time.
  

• Follow-through: Closes loops and ensures completion without needing reminders.
  

• Reasoned judgement (logical thinking): Understands the purpose behind tasks, can explain steps clearly, evaluate trade-offs, and suggest practical improvements.
  

This is the kind of role where thought, care, and accountability are valued — someone who doesn’t just complete tasks, but thinks ahead, anticipates needs, and takes ownership of their work.
Reporting Line

This role reports directly to the Office Manager and provides support to the HR, sales, and installation teams.
Collaboration, communication, and attention to detail are key to maintaining operational efficiency and meeting deadlines.

Posted on 14 Oct 14:10, Closing date 13 Dec