Receptionist

Job Description

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