Receptionist (225-731)

The role of a Receptionist is pivotal in maintaining the first impression and overall image of an organization. As the first point of contact for visitors and clients, the Receptionist is essential to facilitate communication between external parties and internal departments. This involves answering queries, offering information, and handling visitor management effectively. As a key administrative member, the Receptionist is responsible for ensuring the smooth operation of front office tasks, which include receiving calls, managing appointment schedules, and assisting in various clerical duties. A well-organized Receptionist can improve the efficiency and atmosphere of the workplace, directly impacting the satisfaction of both staff and clients. This position requires excellent communication and organizational skills, as well as the ability to multi-task in a dynamic environment.

Responsibilities

• Greet and welcome visitors as soon as they arrive at the office.
• Direct visitors to the appropriate person and office by maintaining accurate logs.
• Answer, screen, and forward incoming phone calls with proper etiquette.
• Ensure the reception area is tidy and presentable, with all necessary stationery.
• Receive, sort, and distribute daily mail or deliveries to respective departments.
• Maintain office security by following safety procedures and controlling access.
• Coordinate with the cleaning and maintenance team for necessary upkeep.
• Schedule appointments and update calendar invitations for necessary meetings.
• Provide basic and accurate information in-person and via phone/email.
• Maintain an update of office supplies and placing appropriate orders when needed.
• Assist colleagues with various administrative tasks, such as data entry and filing.
• Act as a liaison to manage relationships between staff and external contacts.

Requirements

• Proven work experience as a Receptionist, Front Office Representative, or similar role.
• Proficiency in Microsoft Office Suite and essential office equipment utilization.
• Professional attitude and appearance with excellent interpersonal skills.
• Solid written and verbal communication skills in English, additional languages advantageous.
• Ability to be resourceful and proactive in dealing with arising issues appropriately.
• Excellent organizational skills with the ability to multitask efficiently.
• High school degree mandatory; additional certification in Office Management is a plus.