Administrative Receptionist

About the role

We are seeking a professional Administrative Receptionist to serve as the first point of contact for clients, visitors and suppliers at our Westlands office. The role blends front‑desk duties with comprehensive administrative support for the sales and technical teams, ensuring smooth daily operations.

Key responsibilities

• Welcome and assist clients, visitors, and suppliers in a courteous manner.
• Answer, screen, and direct incoming phone calls and emails.
• Schedule appointments, meetings, and site visits for sales and technical staff.
• Maintain accurate records of customer inquiries and follow‑up as needed.
• Prepare quotations, invoices, delivery notes, and other administrative documents.
• Organise and maintain both physical and electronic filing systems.
• Receive, sort, and distribute incoming mail and courier deliveries.
• Manage office supplies inventory and coordinate procurement.
• Support the sales team by preparing documents, presentations, and customer records.
• Coordinate travel, accommodation, and logistics for staff when required.
• Maintain cleanliness and organisation of reception and office areas.
• Handle customer complaints professionally and escalate when necessary.
• Assist with basic bookkeeping tasks, including recording petty cash and expenses.
• Ensure confidentiality of company and customer information.

Required profile

• Diploma or Bachelor’s degree in Business Administration, Office Administration, Secretarial Studies or a related field.
• Minimum of 2 years’ experience in an administrative or receptionist role.
• Excellent verbal and written communication skills.
• Strong customer service and interpersonal abilities.
• Ability to maintain confidentiality and handle sensitive information.

Required skills

• Proficiency in Microsoft Word, Excel, Outlook and PowerPoint.
• Experience using CRM systems.
• Familiarity with ERP software.