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:

  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.).