Adminstrative Coordinator & Receptionist

ADMINISTRATIVE COORDINATOR & RECEPTIONIST

Under the authority of the Director of the Alliance française of Port Elizabeth, the full-time administrative coordinator & receptionist will ensure a warm welcome for all the public (visitors, members, students) of the Alliance Française, and will provide all the necessary information or refer to the appropriate services. The employee is also responsible for the day-to-day administrative running of the establishment, under the authority of the management.

PRESENTATION

The Alliance française de Port Elizabeth, founded in 1960, is the only association with a French presence in the city of Port Elizabeth. Its aim is to promote the French language and Francophone cultures. At the same time, it develops linguistic and cultural exchanges to promote better understanding between South Africa and France.

The team is made up of 5 people (management, teaching, culture and communication, reception/media library and maintenance staff) and a team of 7 part-time teachers.

The Alliance française has around 200 student enrolments, 3 classrooms and a media library open to all. It offers a wide range of courses: general French, French with specific objectives for businesses, preparation for exams and certifications, communication or literature courses and various cultural workshops. It is also accredited as an examination centre for the DELF and DALF diplomas and as a TEF examination centre.

Every year, the Alliance Française de Port Elizabeth organises around fifty cultural events.

POSITION RESPONSIBILITIES

Customer relationship management

  •  Warmly welcoming visitors and customers (on site, on the phone, by mail)
  • Managing all correspondences i.e. social media, emails and telephonic
  • Prospecting & developing the customer base
  • Keeping up to date databases of prospects, students, and members
  • Managing the library (checking in & out the books, cataloguing)


Secretarial and Administration

  • Company secretarial and administration function
  • Full accounting function (quotes, customers and suppliers’ invoices, credit notes, statements, and bank reconciliation) and produce monthly management reports
  • Support the Committee board (filing, minutes, agendas, etc.)
  • Reporting to the Director
  • Manage the service provider relationship and monitor transactions with them
  • Carry out translations (if possible)
  • Open and/or close offices according to schedule


The missions entrusted are not of a limiting or exhaustive nature and are by nature progressive. They may therefore require adaptations linked to economic, commercial, and technical developments. These evolutions and adaptations cannot constitute a modification of the employment contract.

REQUIRED EXPERIENCE, QUALIFICATION AND SKILLS

  • At least 5 years’ relevant experience as receptionist and/or administrative coordinator and/or accounting administration
  • Ability to communicate courteously and effectively with customers
  • A keen sense of customer care and satisfaction
  • Formal or semi-formal attire is required
  • Autonomous and able to work as part of a team, with a sense of initiative
  • Good Excel & Word skills, advance computer literacy
  • Written and spoken language fluency in English essential. French will be a big plus
  • Planning, organizational, and analytical skills.

REMUNERATION

  • Market related, negotiable.
  • An annual bonus might be paid based on performance.

DIPLÔME REQUIS

  • Enseignement du FLE (Master FLE ou DAEFLE) 

HOW TO APPLY

Send CV and covering letter by e-mail to Mr Guillaume FAVIER NIRERE > director@afportelizabeth.com

Put in the subject line: “Position as administrative coordinator & receptionist”.

Only successful candidates will be contacted. 

→ POSTULER ←

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