Receptionist

Roles and responsibilities

This role is responsible for meeting and greeting both external and internal visitors to the office in addition to handling all incoming calls with courtesy and professionalism in accordance with the Reception and Switchboard Guidelines Manual. This role also handles all meeting room bookings and reservations efficiently and promptly.

Main Role and Responsibilities

Reception

• Appropriate business attire and professional image/appearance; well groomed, neatly done hair and make-up
• Meet and greet visitors and clients in a pleasant, professional and courteous manner
• Convey visitor arrival promptly to the appropriate individual and meet or escort the visitor to the meeting room, extending offer to refreshments, tea/coffee etc.
• Ensure reception area and meeting rooms are clean and in order throughout the day and ready for the next meeting
• Provide visitor badges to guests/clients, when required

Switchboard

• Answer all incoming internal/external calls promptly and in a professional and courteous manner
• Screen calls to ascertain caller name and call purpose before redirecting them, especially for calls with unclear purpose (sales, market/staff intelligence gathering, etc.)
• Ensure callers are connected/redirected to the right person promptly, or accurately take a verbal message and relay it to the appropriate person in a timely manner
• Connect international business calls on behalf of staff requiring this service in the office

Meeting Room Booking/Reservation

• Manage and confirm meeting room bookings/reservations requests via calendar invites
• Reconfirm all bookings/reservations on a daily basis
• Ensure booking cancellations are actioned and updated promptly, allowing rooms to be available for other bookings

Desired candidate profile

1. Greeting Visitors and Clients:

• Welcome visitors, clients, and guests to the office or organization in a professional and friendly manner.
• Ensure that visitors sign in and are directed to the appropriate person or department.
• Maintain a positive and professional image of the organization through first impressions.

2. Answering Phone Calls:

• Answer incoming phone calls, determine the nature of the call, and direct it to the appropriate individual or department.
• Provide general information about the company, services, or office hours when necessary.
• Handle inquiries or take messages if the person the caller is trying to reach is unavailable.

3. Managing Appointments and Scheduling:

• Schedule and confirm appointments, meetings, and conference room bookings for staff and visitors.
• Keep track of calendars and appointments, ensuring that all meetings and events are properly organized.
• Notify staff of scheduled visitors and ensure they are prepared for meetings or events.

4. Handling Mail and Deliveries:

• Receive, sort, and distribute incoming mail and packages to the appropriate recipients.
• Ensure that outgoing mail is properly prepared and sent out on time.
• Keep records of deliveries and shipments for reference.

5. Administrative Support:

• Provide general administrative support, such as photocopying, filing, and organizing documents.
• Assist with basic data entry, preparing reports, or maintaining office supplies inventory.
• Handle office supplies orders and ensure the reception area is always stocked with necessary materials.

6. Maintaining Office Security:

• Monitor access to the building and ensure that only authorized individuals are allowed entry.
• Maintain visitor logs and issue visitor badges as required.
• Monitor and maintain security systems (e.g., access control systems, security cameras) in some cases.