Prasun Associates

Responsibilities 1. Greeting and Directing Visitors: - Welcome and direct visitors, clients, or customers. - Ensure they are attended to promptly and efficiently. 2. Managing Phone Calls: - Answer and direct incoming calls. - Take messages and pass them on to the relevant personnel. 3. Scheduling Appointments: - Manage calendars and schedule appointments. - Send reminders and confirmations as needed. 4. Handling Correspondence: - Manage incoming and outgoing mail, emails, and faxes. - Prepare and send correspondence as required. 5. Maintaining Records: - Keep accurate and up-to-date records of visitors, Staff, appointments, and correspondence. - Ensure confidentiality and security of sensitive information. 6. Providing Information: - Answer queries from clients, visitors, or customers. - Provide general information about the organization. 7. Administrative Tasks: - Perform general administrative duties such as filing, photocopying, and data entry. - Maintain office supplies and ensure the reception area is tidy. 8. Customer Service: - Provide excellent customer service and ensure a positive experience for visitors and clients. - Handle complaints or issues professionally and efficiently. 9. Collaboration: - Work closely with other departments to ensure smooth operations. - Communicate effectively with colleagues and management. 10. Technology and Systems: - Use office software and systems (like Word, Excel, English & Marathi Typing) to manage tasks and records. - Stay updated with new technologies and tools. Skills Required: - Excellent communication and interpersonal skills. - Organizational and multitasking abilities. - Professionalism and a friendly demeanor. - Attention to detail and accuracy. A Receptionist cum Front Office Executive plays a crucial role in creating a positive first impression and ensuring the smooth operation of an organization. Here are some key skills required for a receptionist: 1. Excellent Communication Skills - Verbal Communication: Ability to speak clearly and professionally over the phone and in person. - Written Communication: Proficiency in writing emails, messages, and other correspondence. 2. Customer Service Skills - Friendly Demeanor: Ability to greet clients and visitors warmly and make them feel welcome. - Problem-Solving: Ability to handle customer queries and complaints professionally and efficiently. 3. Organizational Skills - Multitasking: Ability to manage multiple tasks simultaneously, such as answering phones, greeting visitors, and managing schedules. - Time Management: Ability to prioritize tasks and manage time effectively. 4. Technical Skills - Office Software: Proficiency in using office software such as Microsoft Office (Word, Excel, Outlook) or Google Workspace (Docs, Sheets, Gmail), English & Marathi Typing. - Phone Systems: Familiarity with phone systems and PBX. - CRM Software: Knowledge of customer relationship management (CRM) software to manage client interactions and data. 5. Attention to Detail - Accuracy: Ability to maintain accurate records, schedules, and correspondence. - Confidentiality: Ability to handle sensitive information with discretion and confidentiality. 6. Interpersonal Skills - Building Rapport: Ability to build positive relationships with clients, visitors, and colleagues. - Teamwork: Ability to work collaboratively with other departments and team members. 7. Adaptability and Flexibility - Adaptability: Ability to adapt to changing priorities, tasks, and situations. - Flexibility: Willingness to work in a dynamic environment and handle unexpected situations. 8. Professionalism - Professional Demeanor: Ability to maintain a professional and polished demeanor at all times. - Representation: Ability to represent the organization positively and professionally. 9. Problem-Solving Skills - Critical Thinking: Ability to think critically and find solutions to problems. - Calm Under Pressure: Ability to remain calm and composed in stressful situations. 10. Reliability and Dependability - Punctuality: Ability to be punctual and reliable in attendance and work performance. - Consistency: Ability to maintain consistency in work performance and quality. By possessing these key skills, a receptionist can effectively manage the front desk, provide excellent customer service, and contribute to the overall success of the organization. Desired profile of the candidate A Receptionist cum Front Office Executive is often the first point of contact for clients, visitors, and customers, so it's essential to find a candidate with the right skills and qualities. Here are some key characteristics and skills to look for: Essential Skills: 1. Communication Skills: - Excellent verbal and written communication skills. - Ability to interact professionally with clients, visitors, and colleagues. 2. Organizational Skills: - Strong organizational and multitasking abilities. - Ability to manage multiple tasks and priorities efficiently. 3. Customer Service: - Friendly and approachable demeanor. - Ability to handle customer queries and complaints professionally. 4. Technical Skills: - Proficiency in office software (e.g., Microsoft Office, Google Workspace). - Familiarity with phone systems and CRM software. 5. Attention to Detail: - Accuracy in managing records, scheduling, and correspondence. - Ability to maintain confidentiality and handle sensitive information. Desirable Qualities: 1. Professionalism: - A professional and polished demeanor. - Ability to represent the organization positively. 2. Problem-Solving: - Ability to handle unexpected situations and find solutions. - Calm and composed under pressure. 3. Adaptability: - Flexibility to adapt to changing priorities and tasks. - Willingness to learn new skills and technologies. 4. Teamwork: - Ability to work collaboratively with colleagues and other departments. - Supportive and cooperative attitude. 5. Positive Attitude: - A positive and welcoming attitude. - Ability to create a good impression on clients and visitors. Experience and Education: 1. Experience: - Previous experience as a receptionist or in a similar role. - Experience in a customer-facing or administrative position. 2. Education: - A high school diploma or equivalent is often required. - Additional certifications or training in office administration can be a plus. Soft Skills: 1. Time Management: - Ability to manage time effectively and prioritize tasks. 2. Interpersonal Skills: - Strong interpersonal skills to build rapport with clients and colleagues. 3. Reliability: - Dependability and punctuality. - Ability to maintain consistency in work performance. By focusing on these skills and qualities, you can find a receptionist who not only manages the front desk efficiently but also contributes to a positive and professional image of your organization. Qualification - Graduate (any stream) or Graduate +