Receptionist

Position Overview

As the first point of contact for visitors and callers, the Receptionist plays a pivotal role in creating a positive and professional impression of the organization. This role involves managing front-office operations, providing administrative support, and ensuring smooth communication within the office environment.

Key Responsibilities

• Visitor Management: Greet and welcome visitors, ensuring they feel valued and directing them to the appropriate person or department.
• Call Handling: Answer, screen, and forward incoming phone calls promptly and professionally.
• Scheduling & Coordination: Manage calendars, schedule appointments, and coordinate meetings for staff members.
• Mail & Deliveries: Receive, sort, and distribute incoming mail and packages; prepare outgoing mail as needed.
• Administrative Support: Assist with clerical duties such as filing, photocopying, data entry, and document preparation.
• Office Supplies Management: Monitor and maintain inventory of office supplies; reorder as necessary.
• Security & Safety: Ensure the reception area is secure by following safety procedures and controlling access via the reception desk.
• Record Keeping: Maintain accurate records of visitors, deliveries, and other relevant logs.
• Support to HR & Operations: Assist with onboarding new employees and coordinating internal events or meetings.
  
  

Required Skills & Qualifications

• Educational Background: High school diploma or equivalent; additional certification in Office Management is a plus.
• Experience: Proven work experience as a Receptionist, Front Office Representative, or similar role.
• Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, Outlook); familiarity with office equipment such as fax machines and printers.
• Communication Skills: Excellent verbal and written communication skills; ability to interact professionally with diverse individuals.
• Organizational Abilities: Strong organizational skills with the ability to multitask and prioritize effectively.
• Customer Service Orientation: Demonstrated customer service skills with a friendly and approachable demeanor.
• Professional Appearance: Consistent, professional dress and manner.
  
  

Desirable Attributes

• Adaptability to changing office environments and tasks.
• Ability to handle confidential information with discretion.
• Proactive approach to problem-solving and task management