Receptionist & office administrator

Education:

• High school diploma or equivalent (required)
• Certificate or diploma in office administration, customer service, or related fields (advantageous)

Key Responsiblities:

• Welcome all visitors in a professional, friendly manner and build positive relationships.
• Assist walk-in clients and respond to enquiries.
• Answer and direct phone calls professionally.
• Direct clients to the appropriate department based on their needs.
• Schedule and confirm client appointments.
• Take accurate messages when required.
• Assist Course Advisors with course quotations.
• Arrange courier services for office stock, certificates, and documents.
• Assist with book ordering and student materials.

• Welcome all visitors in a professional, friendly manner and build positive relationships.
• Assist walk-in clients and respond to enquiries.
• Answer and direct phone calls professionally.
• Direct clients to the appropriate department based on their needs.
• Schedule and confirm client appointments.
• Take accurate messages when required.
• Assist Course Advisors with course quotations.
• Arrange courier services for office stock, certificates, and documents.
• Assist with book ordering and student materials.

• Provide comprehensive administrative support to the Head of College.
• Prepare letters, reports, documents, and presentations as required.
• Assist with maintaining office policies and the employee database in collaboration with HR.
• Assist with the onboarding and induction of new employees.
• Collect and prepare relevant information to support the Head of College in decision-making.
• Manage important calls and emails when the Head of College is unavailable.
• Arrange and coordinate logistics for meetings, workshops, seminars, and events.
• Organise and book travel arrangements and accommodation for the Head of College in a cost-effective manner.

• Assist the Finance Department with administrative finance tasks as needed.
• Maintain accurate records of invoices, delivery notes, waybills, and related documentation.
• Support budgeting and basic bookkeeping processes where required.
• Submit all supplier invoices to Finance for payment processing.
• Verify the receipt of supplies, equipment, staff reimbursements, and per diems.
• Ensure invoices and reimbursements are paid on time and properly filed.
• Manage vendor processes for clients and the College.
• Maintain an updated asset register for office equipment.
• Manage contracts and price negotiations with vendors and service providers when required.
• Liaise with facility-related service providers (cleaning services, catering, security, etc.).
• Maintain and support the Colleges procurement processes and supplier relationships.

• Maintain effective and organised record-keeping systems for all administrative documentation.
• Ensure the office remains compliant with OHS regulations and procedures.
• Assist with printing and preparation of student manuals and learning materials.
• Attend to general enquiries and emails.
• Complete ad hoc duties as requested by the Head of College.