Receptionist

Roles and responsibilities

Greet and welcome guests/clients as soon as they arrive at the office.
Direct clients to the appropriate person and office.
Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
Provide basic and accurate information in-person and via phone/email.
Receive, sort and distribute daily mail/deliveries.
Order front office supplies and keep inventory of stock.
Update calendars and schedule meetings.
Keep updated records of office expenses and costs.
Perform other receptionist duties such as filing, photocopying, transcribing and
Front Desk Management:

Greet and welcome visitors, clients, and employees in a friendly and professional manner.
Manage the reception area to ensure it is clean, organized, and inviting.
Communication:

Answer incoming calls promptly, directing them to the appropriate departments or personnel.
Handle general inquiries via phone, email, or in-person, providing accurate information about the organization’s services.
Appointment Scheduling:

Manage calendars for executives or departments, scheduling appointments, meetings, and conference room bookings.
Confirm appointments and notify relevant personnel of visitor arrivals.
Administrative Support:

Perform administrative tasks such as data entry, filing, and document preparation as needed.
Maintain and organize office supplies, ordering replacements as necessary.
Visitor Management:

Monitor visitor logs, issue visitor badges, and ensure compliance with security protocols.
Provide visitors with necessary information and directions within the facility.

1. Mail and Package Handling:

   • Receive, sort, and distribute incoming mail and packages; prepare outgoing mail and shipments.
   • Manage courier services and track packages as required.

2. Coordination with Other Departments:

   • Liaise with other departments to facilitate communication and assist with cross-functional tasks.
   • Provide support during special events or company meetings as needed.

3. Customer Service:

   • Address and resolve visitor inquiries or complaints in a courteous manner, escalating issues to management if necessary.
   • Maintain a customer-focused attitude to enhance overall visitor experience.

Skills and Qualifications:

• Communication Skills: Strong verbal and written communication skills for effective interaction with diverse individuals.
• Organizational Skills: Ability to manage multiple tasks and priorities efficiently while maintaining attention to detail.
• Technical Proficiency: Familiarity with office software (e.g., Microsoft Office Suite) and phone systems; experience with CRM systems is a plus.

Desired candidate profile

• Experience with office equipment (e.g., multi-line phone systems, printers, and scanners) is desirable.

Key Skills:

• Communication Skills: Excellent verbal and written communication skills for effective interaction with visitors, clients, and staff.
• Interpersonal Skills: Friendly and approachable demeanor, with strong customer service orientation.
• Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and maintain attention to detail.
• Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office software and phone systems.

Personal Attributes:

• Professionalism: A polished appearance and demeanor, representing the organization positively.
• Adaptability: Flexibility to adjust to changing priorities and handle unexpected situations with grace.
• Proactive Attitude: Initiative to take on additional responsibilities and improve processes when necessary.
• Confidentiality: Ability to handle sensitive information discreetly and maintain confidentiality.

Additional Requirements:

• Availability to work flexible hours, including early mornings, evenings, or weekends if needed.
• Multilingual skills can be an advantage, depending on the customer demographic.