Receptionist cum Secretary (225-1010)

Our company is seeking a highly organized and efficient Receptionist cum Secretary to be the welcoming face of our organization. This dual role is pivotal to ensure smooth administrative operations and excellent customer service. The ideal candidate will serve not only as the first point of contact for visitors but also as the key support for management with secretarial tasks. You will be responsible for handling a variety of administrative, customer service, and secretarial duties, ensuring that the office operates smoothly and professionally. With your excellent communication skills and warm personality, you will greet and direct visitors, answer calls, and manage correspondence. Your role will also include diary management, scheduling meetings, and preparing necessary documents, showcasing your ability to multitask and prioritize effectively.

Responsibilities

• Welcome and direct visitors, providing them with accurate information and assistance.
• Manage incoming calls by answering and forwarding to the appropriate person or department.
• Maintain a clean and organized reception area, contributing to a positive office environment.
• Assist in scheduling and organizing appointments, meetings, and conferences for staff members.
• Manage correspondence by handling incoming and outgoing mail and emails efficiently.
• Perform basic secretarial tasks such as drafting letters, reports, and other documents.
• Coordinate travel arrangements including booking flights, hotels, and transportation for executives.
• Assist in preparing and distributing meeting minutes and agendas effectively and timely.
• Maintain office supplies inventory, ordering and replenishing as necessary to ensure adequacy.
• Support HR by coordinating interviews and helping with onboarding for new employees.
• Participate in team meetings and contribute ideas for improving administrative procedures.
• Manage confidentiality of all sensitive information and tasks with utmost professionalism.

Requirements

• Proven work experience as a receptionist, secretary, or in a similar role.
• Excellent verbal and written communication skills are necessary for success.
• Strong organizational and multitasking skills with the ability to prioritize effectively.
• Proficiency in Microsoft Office Suite and general office equipment is required.
• High level of professionalism and a strong sense of discretion and confidentiality.
• Ability to work independently and as part of a team in a fast-paced environment.
• High school diploma or equivalent; additional qualification as a receptionist or secretary is a plus.