Front Office Administrator

About the role

The Receptionist/Administrative Assistant role is the hub of operational support, balancing front‑office professionalism with behind‑the‑scenes administration, and supporting the CEO in day‑to‑day operations. From answering calls and welcoming visitors to coordinating invoices and maintaining filing systems, this role ensures the office runs smoothly, deadlines are met, and leadership can focus on strategic priorities.

Key responsibilities

• Oversee reception and general office management.
• Answer and route telephone calls; manage company contact lists.
• Maintain physical and digital filing systems, including reference numbers, business cards, and archiving.
• Manage travel and accommodation bookings.
• Oversee office consumables, stationery, and supplies.
• Liaise with IT support for account creation, access, and closure of departing employees.
• Maintain office insurance and registrations for vehicles, buildings, and equipment.
• Support invoicing, receipts, and payment processing.
• Prepare purchase orders, follow up on overdue payments, and reconcile creditor statements.
• Manage petty cash transactions and track rent, municipality taxes, electricity, and water expenditures.
• Maintain financial logs and submit reports.
• Proofread and format letters and contracts.
• Assist with visa applications and client correspondence.
• Maintain calendars, set appointments, and support executive travel.
• Ensure official documents and licenses are up‑to‑date.