Administrative Assistant / Receptionist

at  WorQulture

• We are seeking an organised and efficient Receptionist & Administrative Assistant.
• This person will be responsible for managing front desk operations, handling internal and external communications, maintaining office records, and supporting various administrative functions to ensure smooth business operations.

QUALIFICATIONS

• Exceptional communication and interpersonal skills.
• Strong organisational skills with attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to multi-task and manage time effectively in a fast-paced environment.
• High level of professionalism, discretion, and confidentiality.

• Greet visitors and clients professionally, ensuring a positive first impression.
• Assist visitors with directions within the office, ensuring proper security protocols, such as issuing visitor badges and maintaining logs.
• Announce clients and manage access to the office as necessary.
• Answer, forward, and screen phone calls professionally.
• Manage and maintain office supplies inventory and ensure replenishment when necessary.
• Assist with scheduling meetings, coordinating conference rooms, and managing the calendar of key staff.
• Organise travel arrangements, including booking flights, accommodation, and transport, as needed.
• Handle incoming and outgoing mail and email communications.
• Route calls and messages to the appropriate parties, ensuring efficient communication within the organisation.
• Maintain office filing systems, both paper and electronic, ensuring accurate record-keeping.
• Prepare and submit expense reports for review and approval.
• Prepare meeting rooms, ensuring they are equipped with the necessary materials (e.g., presentations, stationary, refreshments).
• Organise internal and external events, including team meetings, training sessions, and workshops.
• Take minutes during meetings and distribute action items to relevant team members.
• Draft and edit documents, memos, reports, and presentations as required by senior management.
• Maintain up-to-date employee and client records.
• Ensure confidentiality of sensitive documents and adherence to data protection policies.
• Support colleagues with various administrative tasks, such as organising documents, performing data entry, and managing office logistics.
• Ensure the office environment remains clean and well-organised.
• Assist in maintaining office equipment by arranging necessary repairs and servicing when required.
• Act as the primary point of contact for office suppliers and external vendors.
• Address client and visitor inquiries, ensuring excellent customer service at all times.
• Handle and resolve minor client and vendor issues, escalating them to management when necessary.