Receptionist (225-628)

A Receptionist serves as the first point of contact for clients and visitors, representing the face of an organization. This role is pivotal in setting the tone for a welcoming and professional atmosphere. The ideal candidate for this position possesses excellent interpersonal skills, communicates effectively, and demonstrates strong organizational capabilities. Receptionists handle a variety of administrative and clerical tasks, crucial for maintaining the smooth operation of the front desk area. This position requires the ability to manage multiple responsibilities simultaneously, display a high level of customer service, and maintain a polished and friendly demeanor. Receptionists not only help in guiding guests but also assist in the coordination of communication across different departments within the organization. This position is found in a myriad of industries, including healthcare, hospitality, corporate offices, and educational institutions, making it a diverse and dynamic role essential for organizational efficiency.

Responsibilities

• Greet and welcome visitors as soon as they arrive at the office or premises.
• Direct visitors to the appropriate person or department swiftly and efficiently.
• Answer, screen, and forward incoming phone calls in a timely manner.
• Ensure the reception area is tidy and presentable, with necessary supplies stocked.
• Receive, sort, and distribute daily mail and deliveries to relevant individuals.
• Maintain office security by following safety procedures and controlling access.
• Update calendars and schedule meetings, coordinating with relevant stakeholders.
• Perform clerical duties such as filing, photocopying, and faxing as needed.
• Provide basic and accurate information in-person and via phone/email.
• Support the administrative staff with a variety of tasks related to organization and communication.
• Monitor office supplies and place orders when necessary to ensure availability.
• Assist with billing and related tasks, providing support to financial departments as required.

Requirements

• Proven work experience as a Receptionist, Front Office Representative, or similar role.
• Proficiency in Microsoft Office Suite and other relevant office software.
• Professional attitude and appearance, demonstrating a high level of customer service.
• Solid written and verbal communication skills, ensuring clear and effective communication.
• Ability to be resourceful and proactive in dealing with issues that may arise.
• Excellent organizational skills, with an aptitude for multitasking in a fast-paced environment.
• High school degree; additional certification in Office Management is a plus.