Front-Desk Administrator

The primary purpose of the role is to provide high-level administrative support by handling information requests, and performing clerical functions such as receiving visitors, handling incoming calls, telephone confirmations of technician’s appointments

The Front Desk Administrator reports to the Office Administrator, Operations Manager & After Sales Coordinator.

Responsibilities:

• Answer, screen, and forward calls, provide information, take messages, and schedule appointments as needed.

• Welcome visitors, determine their purpose, and direct or escort them to the appropriate location.

• Transmit information and documents to customers and colleagues via email, mail, or in person.

• Maintain and update the appointment calendar, ensuring all appointments are scheduled accurately.

• Type and distribute meeting notes, routine correspondence, and reports for relevant departments.

• Support the Accounting department with filing, issuing receipts, sending statements, and preparing invoices.

• Contact customers to confirm technician appointments by phone, ensuring accurate scheduling.

• Ensure all job cards are processed and completed for both new and ongoing projects.

• Monitor and record technician overtime, ensuring accurate reporting and proper documentation.

• Step in for the After Sales Coordinator as needed to maintain continuity in operations.

• Prepare job cards for new installations and additional work (e.g., CNM, CMS, PMS).

• Provide administrative support to the Operations Manager as required.

• Propose suggestions to the Managing Director for improving work methods, productivity, and overall quality.

• Carry out other tasks as assigned by the Accounts Supervisor and Management.

• Collaborate with the H&S Manager to assess and define health and safety training needs.

• High School Diploma or equivalent

• Excellent Computer skills – Microsoft Office (Intermediate Level)

• Degree in Secretarial Studies, Business Administration or an equivalent

• At least 3 years experience within a large organisation as a secretary or administration assistant