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. This is a one-month fixed duration contract with the potential to be renewed pending client's requirements 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.