Receptionist

Roles and responsibilities

Customer Service

▪ Greet visitors and make sure all callers and visitors are dealt with promptly, courteously and accurately

▪ Ensure visitors are made comfortable, met on a timely basis by their host, shown to the appropriate room and assisted with parking if relevant.

Internal Process

▪ Operate the switchboard

▪ Screen and route incoming telephone calls, take messages, and answer incoming queries

▪ Maintain visitor and caller logs

▪ Receive deliveries and coordinate outside delivery/courier services with the help of Office administrators

▪ Answer queries from visitors and callers, and refers them to the appropriate person

▪ Perform general maintenance of the reception area

▪ Manage incoming and outgoing faxes (may be performed by Office Administrators in certain locations)

▪ Ensure mail and faxes are distributed to the appropriate person accurately and in a timely manner (may be performed by Office Administrators in certain locations)

▪ Book meeting rooms and collaborative space and maintain tidiness (may be performed directly online in certain locations)

▪ Support office manager in events planning and organization

▪ Act in accordance with regulations
Greeting Visitors and Clients
Welcome and Greet Visitors: Provide a warm and professional greeting to visitors and clients when they arrive, creating a positive first impression of the organization.
Direct Visitors: Assist visitors by guiding them to the appropriate office, meeting room, or person they are scheduled to meet. Provide directions or inform relevant staff of the visitor's arrival.
Answer Visitor Inquiries: Address general questions or concerns from visitors, clients, or employees, providing them with the necessary information.
Handling Communication
Answer Phone Calls: Manage incoming phone calls by answering, screening, and directing calls to the appropriate department or staff member.
Take Messages: Accurately record messages for absent employees, ensuring the correct information is passed along in a timely manner.
Email Management: Handle general email inquiries, responding to queries or forwarding messages to the appropriate person within the organization.
Administrative Support
Maintain Appointment Schedule: Help schedule and manage appointments for employees or executives, ensuring that meeting rooms are reserved and prepared.
Prepare Documents: Assist with preparing and filing documents, such as forms, reports, or contracts, ensuring that paperwork is organized and accessible.
Manage Office Supplies: Monitor inventory of office supplies and reorder as necessary, ensuring the reception area and office are well-stocked with essential materials.

Desired candidate profile

Record-Keeping and Data Entry
Maintain Visitor Logs: Record details of visitors, including their name, contact information, time of visit, and the person they are meeting.
File and Organize Documents: Organize physical and digital documents, ensuring they are filed properly and can be retrieved when needed.
Data Entry: Input relevant data into organizational systems or databases, such as customer or client information, keeping records up to date.
Handling Mail and Deliveries
Receive and Sort Mail: Accept incoming mail, packages, and deliveries, ensuring they are distributed to the correct recipients promptly.
Prepare Outgoing Mail: Handle outgoing correspondence, ensuring that packages and mail are appropriately prepared for dispatch.
Managing the Reception Area
Maintain Cleanliness and Order: Ensure the reception area is tidy, organized, and welcoming, including keeping the reception desk, waiting area, and public spaces clean and presentable.
Display Information: Ensure that notices, promotional materials, or directories are up to date and displayed in the reception area for visitors to access.
Security and Safety
Monitor Visitor Access: Ensure that visitors are signed in upon arrival and are wearing identification badges if necessary. Maintain security protocols by verifying visitor credentials before granting access to restricted areas.
Emergency Procedures: Be aware of emergency procedures and provide clear instructions to visitors and staff in the event of an emergency, such as evacuation routes or emergency contacts.