Receptionist
26/12/2024
Job Type
Permanent
Emp Type
Full Time
Industry
Education and Training
Job Description
The Receptionist serves as the first point of contact for visitors and clients, providing a welcoming and professional environment. They manage front desk operations, including answering phones, directing inquiries, scheduling appointments, and performing administrative tasks to support office functions.
Key Responsibilities:
- Customer Service:
- Greet visitors and clients warmly, ensuring a positive first impression of the organization.
- Direct visitors to the appropriate departments or individuals as necessary.
- Answer, screen, and forward phone calls, taking accurate messages when required.
- Respond to inquiries from clients, vendors, and staff in a timely and professional manner.
- Administrative Support:
- Perform general administrative duties including filing, data entry, and organizing office supplies.
- Assist in scheduling meetings, appointments, and conference room bookings.
- Maintain and update the visitor log, ensuring security protocols are followed.
- Handle incoming and outgoing mail, packages, and deliveries.
- Office Management:
- Keep the reception area clean, organized, and stocked with necessary materials (e.g., brochures, office supplies).
- Monitor office equipment (phones, printers, etc.) and report issues or arrange repairs as needed.
- Assist with basic office management tasks such as inventory tracking and ordering supplies.
- Scheduling and Coordination:
- Coordinate meetings and appointments for team members or management, including preparing meeting spaces.
- Handle conference room bookings, ensuring proper setup for meetings and events.
- Communication and Record Keeping:
- Ensure that all incoming communication (calls, emails, messages) is logged, distributed, or answered appropriately.
- Maintain confidentiality of sensitive company information and materials.
- Assist in updating and managing company records, databases, or contact lists.
- Collaboration:
- Work closely with other departments to ensure smooth operation and communication.
- Provide support to HR, administration, and other office staff as needed.
Qualifications:
-
- Bachelor degree or equivalent required.
- Previous experience in a receptionist, customer service, or administrative role is preferred but not required.
- Excellent communication skills, both written and verbal.
- Friendly, professional demeanor with a focus on customer service.
- Proficient with office software (e.g., Microsoft Office Suite, email systems).
- Ability to handle sensitive information with discretion and maintain confidentiality.
- Basic knowledge of office equipment (phones, copiers, fax machines, etc.).