Job Description

Company overview:

Our clientxe2x80x99s purpose is to advance the learning and teaching experience across the African continent, one space at a time. They have created a dedicated division that specializes in Interior Architecture, furniture fittings and equipment (FF&E) Turn-key and smart, durable Furniture Solutions exclusively for the education sector. As industry leaders, their sole focus is to contribute to the development of exceptional higher education spaces that empower academics and learners alike. At the same time their objective is to help our clients leverage prime institutional real estate by creating flexible, anywhere, anytime, hybrid and multipurpose spaces.

Purpose of the Role:

As a pivotal member of our clientxe2x80x99s team, the Receptionist, with Office and Procurement Administrative Duties, plays a crucial role in ensuring the smooth functioning of their office environment. This role encompasses handling front desk operations, office management tasks, and providing essential administrative support, particularly in procurement-related activities.

This would be an ideal opportunity for a dynamic individual looking to join a creative company with an entrepreneurial culture to play an integral part in office coordination, project procurement and enabling the companyxe2x80x99s growth ambitions from a support and administrative perspective.

Key Responsibilities:

Reception and Front Desk Operations:

• Receive and assist visitors, clients, and suppliers in a professional and welcoming manner
• Manage incoming calls, emails, and correspondence, directing them to the appropriate departments or individuals
• Maintain a tidy and organized reception, meeting rooms, show room and office area
• Providing Excellent Customer Service and Support

Office Management:

• Oversee day-to-day office operations, including scheduling meetings, arranging appointments, organising events and coordinating travel arrangements
• Manage office supplies, inventory, and equipment, ensuring adequate stock levels and liaising with vendors for procurement
• Managing Office Technology and IT Support

Procurement Support:

• Assist in procurement activities by preparing purchase orders, liaising with suppliers, and ensuring timely delivery of goods and services
• Maintain procurement records, including contracts, invoices, and documentation
• Assisting in Supplier Negotiations
• Coordinating Supplier Communication
• Coordinating Procurement Logistics

Administrative Support:

• Provide general administrative assistance, such as filing, data entry, and managing office correspondence
• Support various departments with administrative tasks as needed

Office Coordination:

• Act as a point of contact for facility-related issues, coordinating maintenance, repairs, and service requests. as required
• Office Planning and Layout Coordination
• Ensure a safe and efficient working environment for employees and visitors

Key Requirements:

• Excellent interpersonal skills and emotional intelligence
• Excellent verbal and written communication
• Excellent listening and problem-solving abilities
• Attention to detail
• A proactive and adaptable attitude to manage dynamic office needs
• Advanced computer software skills, including Excel, Quickbooks
• Excellent time management, multi-tasking and organisational skills
• Ability to thrive in a project, deadline-driven and collaborative environment
• Ability to collaborate across departments to organize, plan and achieve company goals

Key Experience:

• Proven experience (+5 years) in a receptionist, office management, or administrative role
• Proficiency in MS Office Suite and basic knowledge of procurement processes
• Excellent communication and interpersonal skills, with a customer service-oriented approach
• Ability to work independently, prioritize tasks, and handle multiple responsibilities efficiently
• Experience in office coordination or procurement support is advantageous
• Exposure working in a project management, construction, interior design or higher education and training environments beneficial

Rory Mackie & Associates