Receptionist

Job Description:

Overview: As a receptionist, you play a crucial role as the first point of contact for visitors, clients, and employees. Your responsibilities extend beyond managing phone calls and greeting guests; you contribute to creating a positive and welcoming atmosphere within the organization.

Key Responsibilities:

1. Front Desk Management:

• Answer and direct incoming calls in a professional and courteous manner.
• Greet and assist visitors, clients, and employees upon their arrival.
• Maintain a tidy and organized front desk area.

1. Visitor Assistance:

• Provide information and directions to visitors.
• Ensure visitors sign in and issue visitor badges when necessary.
• Notify appropriate personnel of visitor arrivals.

1. Communication:

• Relay messages and information to the relevant individuals or departments.
• Handle inquiries and provide basic information about the organization.

1. Appointment Scheduling:

• Manage and schedule appointments for executives or other team members.
• Keep track of meeting room reservations.

1. Mail and Package Handling:

• Receive and distribute incoming mail and packages.
• Prepare outgoing mail and packages, including courier services.

1. Administrative Support:

• Assist with basic administrative tasks such as data entry, filing, and photocopying.
• Maintain and update contact lists.

1. Technology Proficiency:

• Operate office equipment, including phone systems and basic computer software.
• Troubleshoot minor technical issues or escalate them to the appropriate support.

1. Emergency Procedures:

• Be familiar with and follow emergency procedures, including evacuation plans.

1. Team Collaboration:

• Collaborate with other administrative staff to ensure smooth office operations.
• Communicate effectively with various departments and team members.

Qualifications:

• High school diploma or equivalent; additional education or certification is a plus.
• Strong communication and interpersonal skills.
• Professional and friendly demeanour.
• Proficient in using basic office software and equipment.
• Ability to multitask and prioritize tasks effectively.
• Attention to detail and organizational skills.
• Previous experience in a similar role is desirable.