Nicola Gregor

An exceptionally dedicated, loyal and hardworking Receptionist, Secretary and Office Management Assistant with over 20 years experience reporting to senior executives. Functions efficiently and effectively as the first point of contact for incoming calls, emails and visitors. Maintains an excellent reception area, welcoming a diverse range of customers, VIPs, couriers and suppliers.

Excels in managing a busy switchboard as well as multiple concurrent priorities in a fast-paced environment. An outstanding work ethic, tenacity and a good knowledge of all office administration and management functions in accounting, manufacturing and other environments. Demonstrates excellent internal and external communication skills on any level as well as the ability to respect confidentiality.

Highly proactive but always patient, helpful and supportive. Logical and analytical with productive problem-solving abilities. Flexible and innovative in adapting and applying knowledge and experience to different situations and ensuring Best Practice solutions.

Delivers responsibilities on time, to the requisite quality and service specifications. Adept in organizing, diligent and detail oriented with a strong ability to prioritise and facilitate the efficient smooth, operation of daily business activities. Self-motivated with a positive, professional attitude and the willingness to go the 'extra mile' whenever necessary.

Always keen to acquire new skills and grow knowledge base through continual learning. Ideally suited to any frontline, reception or office administration / management position requiring a friendly, professional demeanour, excellent communication abilities and a strong ability to multitask.

Receptionist, General Office Administrator, Executive Assistant - Orkin Brown & Associates (Pty) Ltd - Edenvale, Gauteng, South Africa

(2023-01)

Orkin Brown and Associates is an audit, accounting and taxation practice based in Edenvale, Gauteng. The practice has a team of over 30 employees and is registered with the Independent Regulatory Board for Auditors (IRBA). It is also an accredited training office with the South African Institute of Chartered Accountants (SAICA). Reporting to the CEO.

• Switchboard: Answering and transferring all incoming calls, taking messages for staff members, Emailing / WhatsApping messages to staff members when necessary
• Frontline Reception: Greeting and assisting all clients and couriers; Accepting and signing for deliveries; Ensuring the maintenance of a welcoming, clean and tidy reception area, always mindful that clients may have full view of it
• Email Management: Check all incoming emails from the previous day - forward or action as necessary
• Time Sheets: Check incomplete Staff Time Sheets on the OB system - email reminders when necessary; Capture Time sheets for staff out on Audits; Assisting senior staff with the capture of other Timesheets or their staff's time schedules
• Leave and Overtime Register: Capturing of all staff leave i.e. Annual, Sick, Compassionate and Study leave as well as unpaid leave and overtime
• Management and Editing of the Staff Extension list: Ensuring email addresses and mobile numbers are always updated
• Equipment monitoring: Monitoring of Extension cords, plugs and Hubs for Audits
• Staff Control: Supervision of the Cleaner and monitoring of her schedule; Ensuring constant cleanliness of the offices and reception areas
• Procurement: Ordering all stationery, office supplies and office groceries as well as assisting staff with their stationery requirements; Ordering water from Aquazania; Ordering toners for the Ricoh printers
• Petty Cash & Recon: Manage the Petty Cash and capture the monthly recon for bookkeeper
• Assisting Bookkeepers and other senior staff: Data Capturing of Client Statements; Making new Client files; Capturing payroll spreadsheets when requested; Printing Invoices for the CEO; Assisting with Y60A Timesheets; Booking call outs
• Files: Opening new Staff files as required; General filing and other filing as requested
• Archiving: Capturing all client files onto Excel spreadsheet; Labelling and placing all client files into Metro file boxes
• Secretarial Duties: Calling, emailing and assisting with following up of BOs with CIPC for Clients; Making new client files; Filing when necessary; Responding to internal and external inquiries in a timely, professional manner, ensuring follow-up and resolution
• CEO / Managing Partner assistance: Screening calls and taking messages; Typing documents when requested; Assisting with the CEO's Recons when necessary; Arranging for all repairs - Electrician, Plumbers etc.; Assisting with planning and organizing the office year-end function; General administrative assistance when required including scanning and printing

Receptionist, General Office Administrator - Castle Paper Rolls - Edenvale, South Africa

(2015-01 - 2023-12)

Castle Paper Rolls is the biggest converter of Till and Adding rolls in Africa. The company supports a network of over 500 dealers nationwide and 80 foreign dealers. Products are manufactured locally and thermal paper is imported from Europe and the USA. Reporting to the CEO.

• Reception and Customer Service: Frontline reception - first point of contact on the front desk to answer calls and greet / welcome / assist visitors, clients and international visitors / suppliers; Ensured excellent Customer Service - telephonic and walk in customers; Ensured a neat, well presented and professional reception area; Filtered the reception mailbox and deliveries; prioritised and distributed accordingly
• Switchboard: Managed a Samsung IDCS28D with 7 incoming lines and 15 extensions; Received incoming calls, routed / transferred as necessary; dealt with enquiries
• Resolution of queries and problems: Where possible, identified and resolved queries and problems timeously and effectively, applied discretion in line with provided guidelines - attempted resolution and when necessary, escalated to management
• Debtors: Managed all aspects of Debtors for one of the company's largest accounts - the nationwide Woolworths account
• Office Administration: Typing (MS Office), Scanning, Invoicing (IQ) and Data capturing; Filing, Invoices, Delivery Notes and related documentation; Wrote/sent emails as required; Procurement - ordered stationery and office supplies and ensured levels were adequately maintained; Organised /ordered / prepared / served lunches for executives, meetings and team events; Other ad hoc duties as and when required
• Logistics and Couriers: Focal point of contact for the organization of postal and courier services; Attended to / checked deliveries and all outgoing orders for clients; Prepared waybills for courier and placed calls with courier company for collection; Organised inter-company collections and deliveries

Temp Receptionist / Secretary - Various companies - Johannesburg, South Africa

(2012-01 - 2015-12)

Receptionist / Girl Friday / Secretary / Teller - Auto Active / Capital Pawn - Johannesburg, South Africa

(2010-01 - 2012-12)

Secretary - LK Services - Johannesburg, South Africa

(2008-01 - 2010-12)

Receptionist / Girl Friday - Various Contract/Temp Assignments - Johannesburg, South Africa

(2007-01 - 2008-12)

Receptionist / Girl Friday - Control Chemicals (Pty) Ltd - Johannesburg, South Africa

(2002-01 - 2007-12)

Receptionist - Compusol (Pty) Ltd / Acronym - Johannesburg, South Africa

(1989-01 - 2001-12)

Receptionist / Girl Friday - Emmanuels Personnel - Johannesburg, South Africa

(1989-01 - 1989-12)

Matriculation - Northview High School (1988-12)