Receptionist (225-805)

A Receptionist serves as the first point of contact in an organization, playing a pivotal role in creating a welcoming environment and setting the tone for the entire business. They are responsible for managing the front desk operations, which include greeting visitors, handling inquiries, and routing calls to the appropriate departments. A receptionist's duties extend beyond just answering phones—they also involve administrative tasks, which help ensure the seamless operation of the office. Working in various industries such as healthcare, hospitality, corporate settings, or educational institutions, a receptionist must possess excellent communication skills and a professional demeanor at all times. They are often required to manage scheduling, coordinate meetings, and assist with various clerical duties, all while maintaining an organized and efficient workspace.

Responsibilities

• Greet visitors warmly and direct them to the appropriate department or person.
• Answer, screen, and forward incoming phone calls in a courteous manner.
• Maintain a tidy and welcoming reception area at all times.
• Manage and coordinate meeting room bookings and arrangements as needed.
• Handle basic administrative and clerical tasks, including data entry and filing.
• Respond to and resolve inquiries promptly and professionally, both in person and over the phone.
• Receive, sort, and distribute daily mail and packages in a timely fashion.
• Coordinate appointments and update the company calendar consistently and accurately.
• Maintain office security by controlling access via the reception desk.
• Assist with travel arrangements and bookings for staff as required.
• Support with the preparation of meeting materials and other related tasks.
• Keep detailed records of visitor and customer interactions and transactions.

Requirements

• High school diploma or equivalent qualification; additional certifications are desirable.
• Proven experience as a receptionist or in a similar front office role.
• Proficient in Microsoft Office Suite and office management software.
• Excellent verbal and written communication skills are essential.
• Strong organizational skills to manage multiple tasks and priorities effectively.
• Ability to maintain a professional appearance and demeanor at all times.
• Strong customer service skills with the ability to address customer needs efficiently.