Administrator Receptionist Kempton Park - Kempton Park
IMS Engineering Ltd
IMS Engineering, a leading engineering firm based in Kempton Park, South Africa, is seeking a highly efficient and personable Receptionist/Admin to join our team. This pivotal role not only involves managing front-desk responsibilities but also requires exceptional skills in organising and coordinating travel arrangements for our team. As the first point of contact, you will play a crucial role in creating a welcoming atmosphere for visitors and clients while ensuring smooth and efficient administrative operations. If you excel at multitasking and have a knack for travel logistics, we would love to hear from you Front Desk Management: Serve as the initial point of contact, greeting and welcoming guests promptly and professionally. Evaluate visitor requirements and direct them efficiently to appropriate personnel or departments. Manage and operate the telephone system, including answering, screening, and forwarding calls courteously. Maintain a clean and organized reception area with readily available supplies. Disseminate accurate information to visitors and callers both in-person and via phone/email. Oversee the receipt, sorting, and distribution of daily deliveries and mail. Uphold office security protocols by managing access control through the reception desk. Travel Coordination: Coordinate and book travel arrangements, including flights, rental cars, and hotel accommodations, adhering to company policies and budgets. Negotiate contracts with travel service providers to secure the best rates and amenities. Develop and manage comprehensive travel itineraries and agendas. Oversee travel budgets, process expense reports, and ensure cost-efficiency. Stay informed of travel protocols, safety guidelines, and compliance requirements. Advise travelers on visa and passport requirements, vaccination needs, and cultural norms. Provide prompt support to employees during travel, handling any issues or emergencies. Administrative Support: Facilitate the scheduling and coordination of meetings, appointments, and conference calls. Organize and maintain company documents and files with efficient storage systems. Execute data entry tasks and manage databases for accuracy and up-to-date information. Assist in planning and executing company events and meetings. Perform clerical duties, including filing, photocopying, and faxing, to support office operations. Educational Background: National Senior Certificate or equivalent is required. Professional Experience: Proven experience as a receptionist, administrative assistant, or in a similar role. At least 2-3 years of experience in travel coordination or related responsibilities, preferably within a corporate environment. Skills and Competencies: Exceptional organisational and multitasking abilities, with a keen attention to detail. Strong communication skills, both verbal and written. Proficient in using office management software, including Microsoft Office Suite (Word, Excel, Outlook). Familiarity with travel booking platforms and negotiation with travel service providers. Ability to develop and manage comprehensive travel itineraries and agendas. Competence in handling travel budgets, expense reports, and ensuring cost-efficiency. Knowledge of travel protocols, safety guidelines, and compliance requirements. Ability to advise on visa, passport, vaccination requirements, and cultural norms for various destinations. Problem-solving skills and the ability to handle travel-related issues and emergencies promptly and effectively. Market Related
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