Receptionist

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.
• Problem-Solving Skills: Quick thinker who can manage unexpected situations, like scheduling conflicts or visitor inquiries.