Roles and responsibilities
1. Greeting and Welcoming Visitors
- Meet and greet clients, visitors, and guests warmly and ensure they are comfortable.
- Direct visitors to the appropriate person or department.
2. Answering and Routing Phone Calls
- Answer incoming calls promptly, addressing inquiries or directing them to the right person.
- Screen calls, take messages, and relay information accurately.
3. Managing Appointments and Schedules
- Schedule appointments for clients and employees, keeping the calendar updated.
- Assist in managing conference room bookings and organizing meetings.
4. Administrative Support
- Handle basic administrative tasks such as filing, data entry, and maintaining office supplies.
- Assist various departments by preparing documents, reports, or presentations.
5. Maintaining Security Protocols
- Register visitors, issue visitor badges, and follow security procedures.
- Monitor and control access to the office.
6. Handling Correspondence and Mail
- Receive, sort, and distribute incoming mail and packages.
- Prepare and send outgoing mail and deliveries as required.
7. Maintaining the Reception Area
- Keep the reception area clean, organized, and presentable.
- Arrange reading materials and ensure supplies, like brochures, are stocked.
8. Managing Office Supplies and Inventory
- Monitor stock levels of office supplies and coordinate reorders as needed.
- Maintain office equipment, ensuring it is in working condition or arranging repairs if necessary.
9. Providing Information and Support
- Address visitor inquiries or provide general information about the company.
- Assist in various other office tasks, especially during busy periods.
10. Coordinating Communication within the Office
- Assist in internal communications by sharing announcements, memos, or updates.
- Serve as a liaison between employees and clients for smooth information flow.
Desired candidate profile
1. Educational Background
- High school diploma or equivalent; a degree in business administration or a related field is a plus.
- Familiarity with office software (e.g., Microsoft Office Suite, Google Workspace) and phone systems.
2. Experience
- 1-3 years of experience in a customer service, administrative, or front-desk role is preferred.
- Previous experience in a fast-paced environment, especially in hospitality, corporate, or medical settings, can be advantageous.
3. Key Skills
- Communication Skills: Clear and professional communication, both verbal and written, to interact with clients, employees, and visitors effectively.
- Customer Service Orientation: A friendly, welcoming attitude with a strong focus on providing an excellent visitor experience.
- Multitasking Abilities: Efficiently handle multiple tasks simultaneously, like answering calls while greeting visitors or managing appointments.
- Attention to Detail: Accurate in recording information, scheduling appointments, and handling administrative tasks.
- Technical Proficiency: Comfortable with office equipment (phone, copier, fax) and common software applications, plus the ability to learn new systems quickly.
- Organizational Skills: Excellent time management, ability to prioritize tasks, and maintain a tidy reception area.
4. Personal Traits
- Professional Appearance: Maintains a well-groomed and presentable appearance as the face of the company.
- Dependability: Reliable and punctual, with a strong work ethic and commitment to consistent attendance.
- Calm Under Pressure: Able to stay composed in busy or challenging situations, providing a steady and reassuring presence for visitors.
- Discretion and Confidentiality: Handles sensitive information responsibly, respecting privacy and confidentiality at all times.