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:

1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.).