Overview:
The Receptionist serves as the first point of contact for visitors and clients, providing a welcoming and professional atmosphere. This role involves managing front desk operations, handling administrative tasks, and ensuring smooth communication within the organization.
Key Responsibilities:
1. Front Desk Management:
- Greet and welcome visitors, clients, and employees in a friendly and professional manner.
- Manage the reception area to ensure it is tidy and organized.
2. Communication:
- Answer, screen, and direct incoming phone calls to the appropriate personnel.
- Respond to emails and inquiries in a timely manner.
3. Scheduling:
- Manage appointment calendars for staff members, including scheduling meetings and coordinating conference room bookings.
- Assist in organizing travel arrangements and itineraries when needed.
4. Administrative Support:
- Perform general administrative tasks such as filing, data entry, and maintaining records.
- Assist with preparing documents, presentations, and reports as required.
5. Visitor Management:
- Maintain a visitor log and issue visitor badges as necessary.
- Ensure security protocols are followed for all visitors entering the premises.
6. Mail and Package Handling:
- Receive, sort, and distribute incoming mail and packages.
- Prepare outgoing mail and coordinate courier services.
7. Office Supplies Management:
- Monitor and maintain inventory of office supplies, placing orders as needed.
- Ensure office equipment is functioning properly and coordinate maintenance when necessary.
8. Collaboration:
- Work closely with other departments to facilitate communication and support organizational goals.
- Assist in organizing company events or meetings as required.
- Bachelor’s degree or equivalent; additional certification in office administration is a plus.
- Previous experience in a receptionist or administrative role preferred (3 years).
- Proficient in Microsoft Office Suite (Word, Excel, Outlook).
Skills: - Excellent verbal and written communication skills.
- Strong organizational skills with attention to detail.
- Ability to multitask and prioritize effectively in a fast-paced environment.
- Friendly demeanor with strong customer service orientation.