Receptionist / Office Assistant

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.