Receptionist

Roles and responsibilities

We are looking for a Receptionist to manage our front desk on a daily basis and to perform a variety of administrative and clerical tasks.

Responsibilities

Greet and welcome guests as soon as they arrive at the office
Direct visitors to the appropriate person and office
Answer, screen and forward incoming phone calls
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
Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
Order front office supplies and keep an inventory of stock
Update calendars and schedule meetings
Arrange travel and accommodations, and prepare vouchers
Keep updated records of office expenses and costs
Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing
Customer Reception and Greeting:

Greet and welcome visitors, guests, and clients in a polite and professional manner.
Direct guests to the appropriate department, person, or location.
Provide guests with relevant information about the organization, services, or products.
Phone and Email Handling:

Answer, screen, and direct phone calls to appropriate departments or individuals.
Respond to email inquiries, providing timely and accurate information.
Take accurate messages and ensure they are passed on to the correct person or department.
Scheduling and Appointments:

Schedule and manage appointments for staff or executives.
Organize meeting rooms and ensure availability for scheduled meetings or events.
Confirm appointments and notify participants of any changes.
Administrative Support:

Provide general administrative support such as filing, photocopying, data entry, and maintaining office records.
Assist with managing office supplies and inventory.
Handle incoming and outgoing mail, packages, and deliveries.
Visitor Management:

Maintain a visitor logbook, issue visitor badges, and ensure security protocols are followed.
Ensure visitors are comfortable and properly directed to their designated areas.

Desired candidate profile

Proven work experience as a Receptionist, Front Office Representative or similar role
Proficiency in Microsoft Office Suite
Hands-on experience with office equipment (e.g. fax machines and printers)
Professional attitude and appearance
Solid written and verbal communication skills
Ability to be resourceful and proactive when issues arise
Excellent organizational skills
Multitasking and time-management skills, with the ability to prioritize tasks
Customer service attitude
High school degree; additional certification in Office Management is a plus
Previous experience in a receptionist, customer service, or administrative role is preferred.
Experience in hospitality, healthcare, or office settings is an advantage.
Skills:

Strong communication skills, both verbal and written, with a pleasant phone manner.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office equipment (fax, printers).
Ability to manage and prioritize multiple tasks efficiently.
Basic knowledge of office management and scheduling software.
Soft Skills:

Excellent interpersonal and customer service skills.
Professional appearance and demeanor.
Strong organizational skills and attention to detail.
Ability to remain calm and handle challenging or busy situations.