Receptionist

Roles and responsibilities

• Greeting Visitors:

  • Welcoming guests and visitors as they arrive.
  • Directing them to the appropriate person or department.
  • Ensuring they sign in and providing them with any necessary badges or passes.

• Managing Phone Calls:

  • Answering, screening, and forwarding incoming phone calls.
  • Handling inquiries over the phone and providing accurate information.
  • Taking messages and ensuring they reach the intended recipient.

• Administrative Support:

  • Managing the front desk and keeping the reception area neat and organized.
  • Sorting and distributing mail, packages, and deliveries.
  • Scheduling and coordinating appointments or meetings.
  • Handling office supplies and ensuring the front office is stocked with necessary items.

• Customer Service:

  • Addressing customer inquiries or issues and providing assistance.
  • Handling complaints professionally and directing them to the appropriate department.
  • Offering refreshments to visitors (if required).

• Maintaining Records:

  • Updating visitor logs and other relevant databases.
  • Keeping track of employee attendance or managing time sheets.

• Coordinating with Staff:

  • Communicating effectively with other departments for smooth office operations.
  • Assisting staff with administrative tasks, like photocopying, filing, and data entry.

• Handling Security Protocols:

  • Monitoring access to the office or building, ensuring security procedures are followed.
  • Issuing visitor passes or badges and collecting them at the end of the visit.

• Managing Office Communication:

  • Receiving and sending faxes, emails, and other communications.
  • Coordinating courier services.

• Assisting in Event Planning (occasionally):

  • Assisting in organizing company events or meetings.
  • Managing RSVPs and guest lists for events.

• Other Duties:

  • Assisting in light bookkeeping tasks (if required).
  • Supporting HR with tasks such as onboarding new employees or assisting with interviews.

Desired candidate profile

1. Educational Background:

• High school diploma or equivalent (required).
• Additional certification in office administration or related fields (preferred but not mandatory).

2. Experience:

• Prior experience as a receptionist, front desk officer, or in customer service roles (1–2 years is often preferred but not always required for entry-level positions).
• Experience with multi-line phone systems and front desk operations is a plus.

3. Skills:

• Excellent Communication Skills: Strong verbal and written communication skills for effectively interacting with visitors, employees, and callers.
• Customer Service Oriented: A friendly, approachable demeanor with a focus on delivering a positive experience for visitors and clients.
• Multitasking Ability: Capability to manage multiple tasks efficiently, such as answering phones, greeting visitors, and handling administrative tasks simultaneously.
• Organizational Skills: Well-organized, with attention to detail in maintaining records, scheduling appointments, and managing office supplies.
• Proficiency with Office Software: Familiarity with office management tools such as Microsoft Office (Word, Excel, Outlook), Google Workspace, and calendar management systems.
• Time Management: Ability to prioritize tasks, handle time-sensitive duties, and meet deadlines.

4. Personal Traits:

• Professional Appearance and Attitude: Polished, neat appearance with a professional, courteous demeanor.
• Positive and Friendly Attitude: A welcoming personality that helps create a warm and approachable environment for visitors and employees.
• Patience and Problem-Solving: Able to handle challenging situations or difficult customers with patience and diplomacy.
• Confidentiality: Ability to handle sensitive information discreetly, especially in corporate settings.
• Team Player: Willing to collaborate with colleagues and assist other departments when necessary.

5. Technical Competence:

• Phone System Management: Experience with handling multi-line phone systems, transferring calls, and taking messages accurately.
• Basic Office Equipment Knowledge: Ability to operate photocopiers, printers, fax machines, and other common office equipment.
• Scheduling Software: Familiarity with booking or scheduling software for managing appointments and meeting rooms.