Receptionist & Office Administrator

Job description

Envoy Global is a proven innovator in the global immigration space. Our mission combines our industry-leading tech platform with holistic service to streamline, simplify and expedite the immigration process for employers and individuals. **Envoy Global**is seeking a proactive **Receptionist & Office Administrator** to join o**ur IBN team in Cape Town, South Africa.** This front-facing role is ideal for someone who thrives in a dynamic environment, brings a warm and welcoming presence, and has a knack for keeping operations running smoothly. The ideal candidate is a strong communicator, highly organized, and comfortable juggling multiple responsibilities with efficiency and grace. Reporting to the Office Manager, this position offers high visibility and collaboration across departments, making it a key contributor to both employee experience and operational excellence. **As our Receptionist & Office Administrator, you will be required to:** - Monitor call response times, reduce abandonment rates, and resolve queries without transfers. - Welcome and manage visitors efficiently, minimize wait times, and collect satisfaction feedback. - Streamline check-in/check-out processes, provide accurate information, and respond promptly to inquiries. - Schedule appointments effectively and reduce no-show rates. - Communicate professionally and clearly in both verbal and written formats, ensuring positive feedback. - Handle unexpected situations calmly and escalate issues appropriately when necessary. - Maintain a clean, organized reception area with readily available informational materials. - Operate phone systems, office software, and equipment like printers, scanners, and copiers proficiently. - Collaborate smoothly with colleagues and offer assistance to support seamless operations. - Track and report expenses accurately, adhere to budget guidelines, implement cost-saving initiatives, and issue invoices via SAGE. - Monitor inventory, restock supplies timely, and manage vendor relationships effectively. - Respond to maintenance requests promptly, follow schedules, and ensure office cleanliness and functionality. - Organize travel arrangements efficiently, process reimbursements on time, and manage logistics for meetings and events. - Maintain organized filing systems, implement digital document solutions, and ensure document security and version control. - Respond to emails and inquiries professionally and distribute internal updates effectively. - Ensure data accuracy, generate regular and ad hoc reports, and use insights to identify trends. - Identify workflow bottlenecks, implement process improvements, and measure impact on office efficiency. **To apply for this role, you should possess the following skills, experience and qualifications:** - Proven experience in receptionist and/or office administration roles. - Proficiency in MS Office Suite, phone systems, and office equipment (printers, scanners, copiers). - Strong organizational and multitasking abilities in a fast-paced environment. - Excellent verbal and written communication skills with a professional demeanor. - Ability to handle confidential information with discretion and integrity. - Familiarity with invoicing tools such as SAGE and digital platforms like Docusign. - Experience in managing travel arrangements and coordinating logistics for meetings or events. - Basic understanding of expense tracking and budget adherence. - Ability to maintain a clean and welcoming reception area and office space. - Skilled in managing inventory and liaising with vendors for timely procurement. - Comfortable with digital document management systems and version control practices. - Strong problem-solving skills and ability to remain calm under pressure. - Willingness to collaborate with cross-functional teams and support colleagues proactively. - Attention to detail and commitment to maintaining high standards of accuracy. - Flexibility to adapt to changing priorities and take initiative in improving processes. - **2-4** years of experience in a customer facing office management role *This role is an in-office position based at our Cape Town, South Africa offices* In return, you will work for a supportive, employee-focused organization that encourages staff to achieve a work-life balance, teamwork, and communication on a global scale with other offices. If you feel that you meet our requirements, we look forward to hearing from you asap! **#LI-Onsite**