As the Receptionist/Office Assistant at a creative agency servicing Pan-Africa, you are the backbone of their daily
operations. Reporting directly to the Head of Operations, you will
organize and coordinate administrative duties, optimize office procedures, and
create a welcoming, efficient, and safe work environment.
The ideal candidate is proactive, dependable,
highly organized, and an exceptional communicator who can seamlessly juggle
front-of-house warmth with behind-the-scenes logistics.
Key
Responsibilities
1. PA Support
- Provide
dedicated PA assistance to the 3 Partners.
- Conduct
daily check-ins with Partners to capture timesheets, tabulate daily tasks,
and allocate them accurately against specific job numbers.
- Organize
transport and accommodation for employees traveling for business.
2. Front of
House & Reception
- Warmly
receive, greet, direct, and announce visitors.
- Answer,
screen, and forward incoming calls in a timely and professional manner.
- Receive
and sort daily mail and manage the visitor parking bays.
- Ensure
the reception area has fresh flowers weekly and oversee the maintenance of
office plants.
3. Office
Operations & Facilities Management
- Monitor
office supplies and proactively order stationery, appliances, furniture,
and electronics. Manage grocery orders timeously (utilizing online
shopping where possible) to keep cupboards well-stocked.
- Liaise
with maintenance companies for ad-hoc repairs. Maintain a regularly
updated master spreadsheet of all external service providers and contact
people.
- Manage
and oversee the cleaning and gardening staff.
- Oversee
the office recycling and refuse removal systems.
4. IT,
Infrastructure & Administration
- Ensure
the telephone system, Wi-Fi, printers, and fingerprint security system are
fully operational at all times.
- Oversee
the maintenance of office IT infrastructure and manage internal
software/IT resource allocations in collaboration with Partner (subject to
management approval).
- Maintain
accurate filing systems (including sick leave and annual leave records)
and manage internal databases.
- Assist
with financial admin, including printing and capturing supplier invoices.
5. Health,
Safety & Compliance
- Maintain
a dedicated compliance spreadsheet tracking service dates for critical
equipment (e.g., fire extinguishers).
- Prioritize
workplace safety by organizing and coordinating periodic office fire
drills.
6. Culture
& Events
- Coordinate
birthday lunches and office events in consultation with staff members.
- Organize
the "1st Thursday" lunch timeously.
Requirements
- A
self-starter who anticipates needs before they arise.
- Ability
to multi-task and prioritize in a fast-paced environment.
- Excellent
interpersonal skills with a service-oriented mindset.
- Comfortable
managing basic IT infrastructure, online ordering systems, and maintaining
organized Excel/Google spreadsheets.
Skills Required
- Excellent interpersonal skills with a service-oriented mindset
- Ability to multi-task and prioritize in a fast-paced environment
- Comfortable managing basic IT infrastructure and online ordering systems
What We Do
RecruitMyMom is a South African recruitment agency specializing in placing skilled women, particularly professional mothers, in permanent, contract, freelance, and fractional roles. They connect local and global businesses with top-tier talent and focus on the economic empowerment of women.
