Receptionist

Job Overview: The Receptionist is responsible for greeting and assisting visitors, clients, and staff in a professional and friendly manner. This role involves handling phone calls, managing appointments, coordinating communication, and ensuring the smooth operation of the front office. The Receptionist serves as the first point of contact for individuals visiting the office or calling, making the role vital to the overall image of the company.
Key Responsibilities: 1. Customer Service & Communication: o Greet visitors, clients, and employees upon arrival, offering assistance as needed. o Answer and direct phone calls in a polite, professional manner, taking messages when necessary. o Respond to inquiries in person, via phone, or email and provide accurate information about the organization. o Maintain a positive and welcoming atmosphere for clients, visitors, and staff. 2. Office Administration: o Maintain the reception area in a neat and organized manner. o Perform clerical duties, including filing, data entry, and photocopying. o Schedule and confirm appointments and meetings for staff and management. o Organize and manage office supplies, ensuring stock levels are maintained and orders are placed as needed. o Handle incoming and outgoing mail, deliveries, and packages. 3. Visitor Management: o Sign in visitors and issue badges if applicable, ensuring security protocols are followed. o Notify the appropriate personnel of visitor arrivals and direct them to meeting rooms or offices. o Ensure visitors are comfortable while waiting and maintain confidentiality when handling sensitive information. 4. Multitasking & Time Management: o Handle multiple tasks at once, managing high volumes of phone calls and visitors. o Prioritize and escalate urgent matters to the appropriate department or individual. 5. Collaboration with Other Departments: o Assist with other administrative functions as needed, including support for human resources, finance, or operations departments. o Coordinate with colleagues to maintain an efficient and organized office environment. 6. Record Keeping & Reporting: o Keep accurate records of visitor logs, phone calls, and appointments. o Assist in tracking and reporting office activities as required by management. Qualifications & Skills: • Education: Graduated BA or at less University Student in year 3; additional administrative or customer service certification is a plus. • Experience: Proven experience as a Receptionist, Front Desk Representative, or similar role is preferred. • Skills: o Excellent communication skills, both verbal and written. o Strong interpersonal skills with the ability to engage and interact effectively with a diverse group of people. o Basic knowledge of office equipment (phones, computers, printers, etc.). o Proficient in Microsoft Office Suite (Word, Excel, Outlook). o Ability to manage multiple tasks simultaneously while maintaining attention to detail. o Time management and organizational skills.

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