Receptionist (225-722)

The role of a receptionist is crucial in ensuring the smooth functioning of any organization. A receptionist serves as the first point of contact for clients, visitors, and employees, requiring exceptional communication and interpersonal skills. The receptionist is responsible for welcoming guests, answering inquiries, and providing critical information about the services offered. Additionally, they handle a wide range of administrative tasks, including managing phone calls, scheduling appointments, and maintaining records. This position demands a high level of organization, multitasking abilities, and a friendly demeanor. In essence, a receptionist plays a pivotal role in creating a positive and professional front-office environment that enhances the overall image and efficiency of the company.

Responsibilities

• Greet and welcome guests with a friendly and professional demeanor.
• Answer and direct phone calls efficiently and courteously.
• Maintain an orderly reception area, keeping it clean and welcoming.
• Manage appointment scheduling and organize meeting room bookings.
• Respond promptly to emails and distribute incoming correspondence.
• Provide information and answer queries about the organization’s services.
• Assist in the preparation of reports and presentations as needed.
• Keep an accurate log of visitors entering and leaving the premises.
• Liaise with various departments to ensure seamless communication.
• Order and maintain inventory of office supplies, ensuring availability.
• Coordinate mail distribution and manage courier services effectively.
• Support administrative staff with data entry and record-keeping tasks.

Requirements

• High school diploma or equivalent; tertiary education is an advantage.
• Proven experience as a receptionist or in a similar administrative role.
• Strong proficiency in Microsoft Office Suite and office equipment.
• Excellent organizational and multitasking capabilities are essential.
• Exceptional verbal and written communication skills are required.
• Professional attitude and appearance with a customer-service focus.
• Ability to manage sensitive information with confidentiality and discretion.