SVA International: Office Administrator/Receptionist

Company: SVA International

Location: South Africa

SVA International looking for another talented professional to complement its team in the form of an Office Administrator/Receptionist.

Job Description

SVA International offers a range of services, including Architecture, Urban Design and Project Management. 

Our Gqeberha office is looking for another talented professional to complement its team in the form of an Office Administrator/Receptionist. 

We welcome your application if you believe you meet the requirements for this position.

Core Purpose

To deliver professional front‑office reception services while providing efficient, accurate, and comprehensive administrative support to SVAI Executives and the broader Studio, ensuring smooth day‑to‑day operations and consistently high standards of service delivery.

Key Performance Areas (KPAs)

1. 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).

2. 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.

3. 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.

4. 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).

5. Marketing & Stakeholder Support

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

6. 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.

Job Requirements

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.

Skills Requirement

• Strong administrative and MS Office skills.
• High level of attention to detail and accuracy.
• Ability to work under pressure and meet deadlines.
• Excellent verbal and written communication skills.
• Strong customer service orientation.
• Proactive and solution-driven approach.
• Ability to work effectively both independently and within a team.
• High level of integrity and professionalism.