Receptionist

RECEPTIONIST

JOB DESCRIPTION

Section: Administration

Title of Post: Receptionist

Post Objective:
To manage the front desk and reception area, provide exceptional service to visitors and callers, and ensure efficient administrative support for the organization.

Immediate Supervisor: Administrative Support Coordinator

Key Tasks:

• Greet and welcome visitors as soon as they arrive at the office and direct them to the appropriate person or department.

• Answer, screen, and forward incoming phone calls while providing accurate information when required.

• Maintain the reception area’s cleanliness and ensure all resources (brochures, informational materials, etc.) are readily available.

• Manage the scheduling of meeting rooms and coordinate with relevant teams to prepare meeting spaces as required.

• Handle incoming and outgoing correspondence, including mail, packages, and deliveries.

• Assist in planning and organizing company events, meetings, and conferences.

• Provide general administrative and clerical support, including data entry, photocopying, filing, and maintaining office records.

• Monitor office supplies and place orders when necessary to ensure efficient functioning of the office.

• Assist with onboarding new employees by preparing workspaces and providing introductory information.

• Handle sensitive information in a confidential manner and uphold the highest standards of professionalism.

• Support HR and finance teams with basic tasks, such as preparing documents and updating personnel or finance records.

Receptionist Requirements:

• High school diploma or equivalent; additional certification in Office Administration or related field is a plus.

• Proven work experience as a Receptionist, Front Office Representative, or similar role.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

• Hands-on experience with office equipment, such as printers and fax machines.

• Excellent written and verbal communication skills.

• Strong organizational skills and the ability to manage multiple tasks simultaneously.

• Professional attitude and appearance.

• Customer service-oriented with a positive, proactive approach to addressing needs.

• Ability to maintain a high level of integrity and discretion when handling confidential information.

Special Features of the Job:

• Direct engagement with visitors and clients, ensuring a positive first impression of the company.

• Coordination and support for various office functions and administrative processes.

• Flexibility to assist with diverse administrative tasks, depending on business needs.

Competencies and Skills Required:

• Strong interpersonal and communication skills.

• High attention to detail and problem-solving abilities.

• Ability to work independently as well as part of a team.

• Ability to prioritize tasks and manage time effectively.

• Discretion and tact in handling sensitive and confidential information.

Personal Attributes Required for Appointment:

• Highly organized and efficient.

• Courteous and professional demeanor.

• Reliable and trustworthy.

• Adaptable to change and able to learn quickly.

• Positive attitude and willingness to take on new challenges.