Job Description

Closing Date 2024/10/03
Reference Number AEC240919-1
Pillar AECI Plant Health
Job Title Office Administrator/Receptionist
Job Type Classification Permanent
Number of Positions 1
Location - Town / Site Somerset West
Location - Province Western Cape
Location - Country South Africa

• Reception/Switchboard - Greet walk-in clients and/or visitors and ensure they are comfortable whilst waiting for their scheduled appointment; greet, welcome and ensure guests are comfortable whilst waiting for their scheduled appointment; notify company personnel of arrival of visitor; direct or escort visitors appropriately to specific destinations when requested to do so; operate switchboard for all AECI Plant Health sites by answering the telephone professionally, screening or forwarding calls, providing information and taking messages or scheduling appointments.
• Front Desk Administrative Duties - Book, maintain and manage boardrooms for all sites; assist with ordering of food and refreshments for meetings upon request; file and maintain records; collect, sort, distribute, prepare mail, messages and courier deliveries locally and internationally; source best prices for stationery, groceries and cartridges including placing of orders for the non-stock items and assume control and maintenance thereof; assist with ad hoc duties.
• Petty Cash Handling and Management - Responsible for all petty cash disbursements; summarising petty cash expenses, reimbursements, claims, disbursements, etc to ensure payment amounts, records and supporting documents are correct with zero discrepancies; prepare reconciliation to be submitted with request for reimbursement.
• Finance Duties - create purchase requisitions on ERP system (Syspro/SAP), capture weekly payments and create supplier payment records on Standard Bank Business Online Banking.
• Data Capturing - capture data in MS Excel for various departments as required.

• Minimum educational requirement Grade 12
• Certificate or diploma in office administration or relevant field.
• Certificate or diploma in telephone etiquette advantageous.
• Minimum 3 years administrative experience or experience as a front line Receptionist with proven efficiency in operating a multi-line switchboard.
• Previous sourcing and procurement experience advantageous.
• Must be well presented with a positive attitude whether over the phone or in person
• Must be professional, service orientated, open-minded, friendly, careful and diligent, empathetic and patient and always in control of emotions and actions.

• Ability to capably deal with customers and queries in a courteous and professional manner.
• Ability to operate a switchboard effectively and efficiently using professional telephone etiquette.
• Must be bilingual in both English and Afrikaans due to the nature of the companys customer base.
• Knowledge of SHEQ Management Systems requirements/standards advantageous.
• Proficiency in MS Office (Excel/Word/PowerPoint and Outlook).
• Knowledge of ERP systems (Syspro/SAP) is a prerequisite
• Knowledge of Business Online bank platform (e.g. Standard Bank Business Online Banking) and basic numeric proficiencies is required.
• Must be structured and able to prioritise duties and able to work under pressure.
• Ability to analyse situations accurately and exercise good judgement in taking effective action.
• Ability to establish and maintain co-operative working relationships with clients, management and all employees.
• Ability to work in a multi-disciplinary environment.
• Know the importance of being confidential and discreet with company information
• Customer service orientated

AECI