Office Administrator/Receptionist at GIBB Engineering and Architecture

Key Performance Areas (KPAs)

Front Office & Reception Management

• Manage the reception area, ensuring a welcoming and professional environment for all visitors.
• Greet and assist visitors, ensuring adherence to company protocols.
• Answer, screen, and direct incoming calls professionally; take and relay accurate messages.
• Handle general enquiries and direct them to the appropriate individuals or departments.
• Assist with general reception-based administrative tasks such as filling out forms, filing, and responding to phone and email enquiries (non‑duplication).

Administrative Support

Provide comprehensive administrative support to SVAI Executives, including:

• Meeting coordination and logistics
• MS Office support
• Travel arrangements and driver requests
• Handling deliveries and related logistics
• Coordinate diaries and schedules for Directors and Executives.
• Assist with the preparation and submission of expense claims.
• Manage and maintain leave schedules, particularly during peak holiday periods.
• Assist with onboarding processes, including the setup of new employees.
• Provide administrative support for recruitment processes.
• Support the Project Administrator with ad hoc administrative tasks when required.

Document & Systems Management

• Maintain and manage the Studio’s document library.
• Administer and ensure accuracy of the electronic Document Management System.
• Support quality management processes by liaising with Project Leaders to complete and close quality checks.

Finance & Project Administration

• Prepare, verify, and capture project invoices and manage sub‑consultant payments.
• Assist with capturing and processing monthly disbursements.
• Perform project account reconciliations and audits.
• Compile financial spreadsheets, reports, statements, and other financial documents as required.
• Receive and capture cash payments (petty cash).

Marketing & Stakeholder Support

• Fulfil marketing representative responsibilities as required.
• Support internal and external communication initiatives where applicable.

General Office Administration

• Manage incoming and outgoing mail, courier services, and deliveries.
• Oversee stationery and consumables for the Studio.
• Provide general administrative support across the Studio as needed.

Requirements 

Qualifications

• Grade 12 (Matric) is essential.
• A Certificate or Diploma in Office Administration, Business Administration, or Secretarial Studies.
• A Financial Administration or Bookkeeping certificate is highly advantageous.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Experience and Skills

• Minimum of 3 years’ experience in an office administrator or a receptionist role.
• At least 2 years’ experience in financial admin.
• Exposure to marketing activities and/or quality management systems will be advantageous.