Receptionist/Administrator

Full Job Description:

Embark on a Rewarding Journey as Our Receptionist/Administrator at Squeaky Clean!

Are you a dynamic, organized, and customer-centric professional with a passion for creating an exceptional first impression? Squeaky Clean, a leading professional cleaning company, is actively seeking a highly motivated and experienced Receptionist/Administrator to become the welcoming face and organizational heart of our bustling offices situated in the vibrant Fourways area.

At Squeaky Clean, we don’t just clean spaces; we create pristine environments and foster trust with every client interaction. We stand out in the cleaning industry by meticulously delivering unparalleled service, consistently exceeding expectations. Our unwavering commitment to sustainability is reflected in our exclusive use of eco-friendly and safe cleaning products, ensuring the well-being of both our clients and the planet. Furthermore, we pride ourselves on maintaining the highest levels of professionalism and discretion, safeguarding the privacy and peace of mind of every individual and business we serve. We believe that a clean environment starts with a meticulous and respectful approach, and we extend this ethos to every aspect of our operations, beginning with our front office.

Summary of the Role: Your Gateway to a Seamless Client Experience

As our integral Receptionist/Administrator, you will be the very first point of contact for our esteemed organization, serving as the welcoming ambassador who sets the tone for every client, vendor, and team member interaction. Your pivotal role is not merely transactional; it’s about delivering an outstanding, warm, and professional customer service experience that reflects the high standards of Squeaky Clean. You will be instrumental in efficiently managing all facets of our busy front desk operations, ensuring a smooth flow of communication and administrative processes.

Your robust and proven expertise in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) will be critical in preparing professional documents, managing correspondence, and maintaining organized digital records. A keen eye for detail and accuracy in data entry will be essential for updating client information, scheduling appointments, and managing various internal databases. Beyond basic computer proficiency, your proficiency in a wide range of clerical tasks – from meticulous filing and scanning to mail distribution and supply management – will contribute significantly to the overall efficiency and organization of our office environment.

We are specifically seeking an individual with strong and refined communication skills, both verbal and written, to effectively engage with diverse individuals and professionally represent our brand. Your exceptional organizational skills will be paramount in juggling multiple priorities, maintaining a tidy and welcoming reception area, and ensuring that no detail is overlooked. You will expertly operate our multi-line phone system, directing calls with precision and grace, taking accurate messages, and providing callers with helpful information. Proactively assisting with both digital and physical filing systems will be a core responsibility, ensuring information is readily accessible and well-organized. Furthermore, your ability to empathetically and efficiently handle a wide array of customer inquiries, providing accurate information and resolving minor issues, will solidify our reputation for exceptional service.

To further elevate our operational efficiency, individuals with additional experience in QuickBooks will find this role exceptionally rewarding. Your ability to assist with basic invoicing, expense tracking, and other financial administrative tasks within QuickBooks will be a significant asset, contributing to a truly seamless and efficient office experience for both our internal team and our external partners.

Join us at Squeaky Clean to become an integral and valued part of our dynamic team! This is more than just a job; it’s an opportunity to grow your administrative career within a supportive, ethical, and forward-thinking company that genuinely values its employees and the exceptional service they provide. We are eager to welcome a dedicated professional who shares our commitment to excellence and contributes to our continued success.

Detailed Report Writing and Administrative Support Specialist

We are seeking a highly organized, detail-oriented, and customer-focused individual to join our team as a Detailed Report Writing and Administrative Support Specialist. This pivotal role requires an individual who can seamlessly manage a dynamic front office environment, provide robust administrative assistance, and ensure meticulous record-keeping and communication.

Required Qualifications & Skills:

• Educational Foundation: While a Matriculation certificate is a fundamental requirement, candidates possessing an administrative diploma or additional formal education in business administration, office management, or a related field will hold a significant advantage. This additional education demonstrates a structured understanding of administrative principles and best practices.
• Sales Acumen (Advantageous): A background in sales or customer-facing roles is considered a distinct advantage. This experience equips candidates with crucial communication skills, an understanding of client needs, and the ability to articulate information effectively – all invaluable assets when interacting with visitors, clients, and internal teams.
• Exceptional Attention to Detail: The successful candidate must be inherently attentive and possess an acute eye for detail. This is non-negotiable for tasks ranging from proofreading critical documents and reports to meticulously maintaining financial records and ensuring accurate data entry. A commitment to precision and accuracy is paramount to this role’s success.
• Geographic Proximity: Candidates should be strategically situated in or around the Riversands area. This geographical requirement ensures timely and convenient commuting, contributing to consistent attendance and a seamless daily operation.

Key Responsibilities:

• Front Desk & Visitor Management: Be the welcoming face of our organization. You will greet and assist all visitors at the front desk, creating a positive and professional first impression. This includes warmly welcoming guests, directing them to the appropriate contacts, and ensuring their comfort and needs are met, thereby cultivating a truly welcoming and professional environment.
• Multi-Line Communication Mastery: Efficiently manage our multi-line phone systems, expertly handling incoming calls. This involves promptly answering, screening, and directing calls to the correct individuals or departments, as well as diligently taking and relaying detailed messages to ensure no communication is missed or delayed.
• Data Management & Record-Keeping Excellence: Take ownership of our information integrity. This includes performing accurate and timely data entry across various platforms and meticulously maintaining organized physical and digital filing systems. Your efforts will be crucial for efficient record-keeping, ensuring easy retrieval of information and compliance with internal protocols.
• Software Proficiency (Microsoft & Google Suites): Leverage your proficiency in essential office software. You will routinely utilize Microsoft Office applications (including Word, Excel, PowerPoint, and Outlook) and Google Suite tools (Docs, Sheets, Calendar, Gmail) to prepare, format, and edit a wide range of documents, presentations, and correspondence, as well as expertly manage and coordinate schedules and appointments for team members.
• Specialized Spreadsheet Expertise: Possess demonstrable knowledge and practical experience with Excel and Google Sheets. This includes the ability to create, manipulate, and analyze spreadsheets for data tracking, reporting, and basic financial calculations, further enhancing our data management capabilities.
• Unparalleled Customer Service: Deliver consistently exceptional customer service to all clients and stakeholders. This involves courteously addressing inquiries, actively listening to concerns, and proactively resolving issues promptly and professionally, always aiming to exceed expectations and foster positive relationships.
• Financial Documentation & Communication: Play a key role in client financial communications. You will be responsible for accurately preparing and sending invoices and quotations to clients, ensuring all details are correct and dispatched in a timely manner.
• Booking Confirmation & Workflow Management: Ensure seamless operational flow by confirming all bookings through the correct, established internal channels. This guarantees accuracy, avoids double-bookings, and maintains an organized scheduling system.
• Work Schedule Distribution & Log Book Maintenance: Facilitate smooth internal operations by sending out work schedules to relevant personnel and diligently keeping the work log book up to date. This involves accurate recording of tasks, progress, and relevant operational data.
• Quotation & Payment Tracking: Maintain a comprehensive and accurate record of all quotations issued and payments received. This detailed tracking is essential for financial reconciliation, reporting, and ensuring the smooth flow of our revenue cycle.
• Comprehensive Administrative Support: Provide broad-ranging administrative support to the team as required. This encompasses diverse tasks such as proofreading important documents and reports to ensure grammatical correctness and factual accuracy, as well as assisting with bookkeeping duties, including expense tracking, basic ledger entries, and preparing financial reports under supervision.

This role offers an exciting opportunity for a dedicated professional to become an integral part of our administrative and operational success, supporting a dynamic work environment with precision and enthusiasm.

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