Receptionist

Roles and responsibilities

Kicking off truly memorable guest experiences with the warmest of welcomes
Acknowledging IHG Rewards Club members and returning guests in person or over the phone
Taking, managing, and receiving payments for guest bookings
Making the check-in and check-out process feel swift and seamless
Staying one step of our guests’ needs to anticipate requests and offer tailored recommendations
Being our guests’ trusted contact – helping with everything from bill issues to restaurant recommendations
1. Greeting Visitors and Clients:
First Point of Contact: Greet visitors, clients, and guests as they arrive, creating a welcoming and professional environment.
Directing Visitors: Provide instructions or direct visitors to the appropriate department, meeting rooms, or individual staff members.
Checking In/Out: Sign visitors in and issue visitor badges or passes when necessary, ensuring security procedures are followed.
2. Managing Phone Calls:
Answering Calls: Answer incoming calls promptly and professionally, redirecting them to the relevant department or individual.
Taking Messages: When the person the caller is trying to reach is unavailable, take accurate messages and ensure they are passed on.
Screening Calls: Prioritize and screen calls based on urgency and importance, ensuring time-sensitive matters are addressed promptly.
3. Scheduling and Appointments:
Managing Appointments: Assist with scheduling appointments, meetings, or conference rooms for staff or clients.
Calendar Management: Help manage calendars for executives or teams by coordinating appointments, meetings, and event schedules.
Confirmation: Confirm appointments with clients or visitors and send reminders when necessary.
4. Handling Mail and Deliveries:
Sorting Mail: Receive, sort, and distribute incoming mail and packages to the appropriate individuals or departments.
Sending Mail: Process outgoing mail and packages, ensuring they are correctly labeled and sent on time.
Courier Coordination: Arrange for courier services as needed to ensure prompt delivery of documents or packages.
5. Administrative Support:
Data Entry: Perform routine data entry tasks, including updating contact information, entering meeting details, and maintaining accurate records.
Filing: Organize and maintain physical or digital files, ensuring easy retrieval when needed.
Office Supplies: Monitor and replenish office supplies, such as stationery and office equipment.

Desired candidate profile

Communication skills - guests will need to come to you with concerns as well as compliments, so you’ll be easy to talk to
Your problem-solving skills will turn issues into opportunities so every guest leaves with great memories
Fluency in the local language - extra language skills would be great, but not essential
Literate and tech-savvy - you’ll need a good grasp of reading, writing, basic maths and computer skills
1. Communication Skills:
Verbal Communication: Ability to communicate clearly and effectively with visitors, callers, and staff.
Written Communication: Proficiency in written communication for handling emails, messages, and reports.
Active Listening: Strong listening skills to understand the needs and inquiries of visitors and callers.
2. Organization and Time Management:
Multitasking: Ability to handle multiple tasks such as answering calls, greeting visitors, and managing appointments at the same time.
Attention to Detail: Accuracy in managing appointments, taking messages, and organizing office files and records.
Prioritization: Ability to prioritize tasks based on urgency and importance, ensuring key responsibilities are handled promptly.
3. Customer Service:
Friendly and Professional Demeanor: Ability to create a welcoming environment for visitors and clients, providing excellent customer service.
Problem-Solving: Capability to resolve any issues or complaints in a calm and professional manner.
4. Technical Skills:
Computer Proficiency: Familiarity with office software, such as Microsoft Office (Word, Excel, Outlook), and office systems (e.g., phone systems, scheduling software).
Phone Systems: Comfortable with handling multi-line phone systems, call forwarding, and taking messages.
Data Entry: Ability to enter and manage information efficiently into office databases or systems.