Receptionist (225-920)

The Receptionist serves as the first point of contact for visitors and clients and plays a crucial role in maintaining the organization’s professional image. The individual in this role is responsible for greeting visitors warmly, answering incoming calls, and directing them to the appropriate person or department efficiently. Handling a variety of administrative tasks such as scheduling appointments, managing correspondence, and maintaining records, the Receptionist significantly contributes to the smooth operation of the business environment. They should possess excellent communication skills, both written and verbal, and demonstrate a high level of organizational skills. The ideal candidate will have a friendly and confident demeanor, contributing to a welcoming atmosphere and ensuring a positive experience for all those who walk through the door.

Responsibilities

• Warmly greet and welcome visitors as soon as they arrive at the office.
• Direct visitors to the appropriate person or department in a timely manner.
• Answer and forward incoming phone calls to the relevant staff member or department.
• Maintain the reception area in an orderly and neat manner to project a positive image.
• Update calendars and schedule meetings to ensure no conflicts in time management.
• Perform various clerical and administrative tasks to support office operations.
• Ensure office security by following all established safety procedures and checking visitor records.
• Process and distribute incoming mail and prepare outgoing mail as needed.
• Assist with travel arrangements for staff and internal meetings as required.
• Maintain accurate records of visitors and handle all inquiries efficiently.
• Coordinate with the facilities team to ensure the reception area is fully stocked and operational.
• Handle customer inquiries and provide accurate information or direct them appropriately.

Requirements

• High school diploma or equivalent; additional certification preferred.
• Proven work experience as a Receptionist, Front Office Representative or similar role.
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
• Excellent verbal and written communication skills for effective interaction.
• Strong organizational skills with the ability to multitask in a busy environment.
• Professional demeanor and appearance to maintain the company’s image.
• Customer service attitude with the ability to handle inquiries effectively.
• Familiarity with administrative and clerical procedures and systems.