Receptionist (225-903)

A receptionist serves as the face of an organization, welcoming visitors, clients, and employees and creating a friendly and professional first impression. This multifaceted role requires excellent communication skills, since the receptionist is responsible for managing incoming calls, addressing inquiries, and directing them to the appropriate department or personnel. The receptionist ensures the smooth running of the reception area, which includes maintaining a welcoming atmosphere and an organized workspace. This role involves a significant level of multitasking, from administrative tasks to managing office supplies and maintaining security protocols. A receptionist must possess impeccable organizational skills, a keen eye for detail, and the ability to remain calm and composed under pressure.

Responsibilities

• Greet and welcome visitors with a helpful and pleasant demeanor.
• Answer and direct incoming phone calls to the correct individuals or departments.
• Maintain the reception area, keeping it tidy, organized, and welcoming.
• Handle inquiries efficiently, both in-person, over the phone, and via email.
• Schedule and manage appointments for internal staff and external clients.
• Coordinate meeting room bookings and ensure rooms are prepared for use.
• Assure office security by managing visitor logbooks and issuing visitor badges.
• Assist with various administrative tasks including data entry and mail distribution.
• Ensure that office supplies are stocked, reordered, and managed effectively.
• Support the HR department with onboarding documentation and processes.
• Manage outgoing mail and courier services, ensuring timely delivery and receipt.
• Provide general support and point of contact for office equipment issues and inquiries.

Requirements

• High school diploma or equivalent qualification is required.
• Previous experience in a receptionist or relevant administrative role is preferred.
• Excellent verbal and written communication skills are essential.
• Proficiency in Microsoft Office Suite and office management software is necessary.
• Strong organizational skills with the ability to multitask effectively.
• Demonstrate a professional attitude and appearance at all times.
• Capability to manage stressful situations calmly and efficiently under pressure.