Receptionist

Receptionist Responsibilities:

Attendance Management:

• Utilize the attendance tracking system to accurately record employee arrival and departure times.
• Monitor and address any discrepancies or issues with attendance records promptly.
• Generate reports on employee attendance patterns and trends as needed.

Courier Handling:

• Receive incoming shipments and ensure they are properly logged and distributed to the appropriate departments or individuals.
• Coordinate outgoing shipments, including packaging, labeling, and arranging courier services.
• Maintain records of all incoming and outgoing shipments for reference and tracking purposes.

Visitor Management:

• Welcome and assist visitors upon their arrival, providing badges or visitor passes as required.
• Notify appropriate staff members of visitor arrivals and ensure they are escorted to their designated areas.
• Monitor visitor access and security protocols to ensure a safe and secure environment.

Telephone Handling:

• Answer incoming calls professionally and courteously, providing information or directing calls to the appropriate individuals or departments.
• Take detailed messages when necessary and ensure they are delivered promptly to the intended recipients.
• Maintain and update the phone directory to ensure accurate and up-to-date contact information.

File Maintenance:

• Organize physical and electronic files according to established filing systems, ensuring easy access and retrieval of documents.
• Regularly review and update files to ensure accuracy and compliance with company policies and procedures.
• Assist with document scanning, shredding, and archiving as needed to manage file storage efficiently.

Data Entry:

• Enter new data into company databases or software systems accurately and efficiently, paying close attention to detail.
• Update existing records with any changes or modifications as required, ensuring data integrity and consistency.
• Perform routine data audits to identify and correct errors or inconsistencies in the database.

General Administrative Support:

• Assist with scheduling appointments, meetings, and conference room reservations as requested.
• Coordinate travel arrangements and accommodations for employees, including booking flights, hotels, and transportation.
• Monitor and replenish office supplies, ensuring adequate stock levels for smooth day-to-day operations.