Responsibilities:
1. Greet and welcome visitors: Create a positive first impression by warmly greeting all visitors and directing them to the appropriate person or department.
2. Answer and manage phone calls: Professionally handle incoming calls, transferring them to the appropriate individuals, and taking accurate messages when necessary.
3. Manage the reception area: Maintain a clean and organized reception area, ensuring that it is presentable and welcoming at all times.
4. Handle correspondence: Sort and distribute incoming mail, packages, and deliveries to the respective recipients promptly. Prepare outgoing mail and packages as needed.
5. Provide administrative support: Assist with various administrative tasks, including data entry, filing, scanning documents, and maintaining office supplies inventory.
6. Schedule and coordinate appointments: Manage the appointment calendar, schedule meetings, and make necessary arrangements to ensure smooth operations.
7. Maintain security: Monitor and manage visitor access, issue visitor badges, and enforce security protocols to safeguard the premises.
8. Collaborate with team members: Work closely with colleagues across departments to ensure effective communication and seamless coordination of activities.
9. Provide exceptional customer service: Address inquiries, provide information, and resolve complaints courteously and efficiently, ensuring a positive experience for all visitors and callers.
10. Perform general clerical duties: Assist with photocopying, printing, and organizing documents as needed.
Qualifications:
1. Graduate or equivalent; additional certification in office administration is a plus.
2. Proven experience as a receptionist, front office representative, or similar role is preferred.
3. Excellent verbal and written communication skills, with a professional and friendly telephone etiquette.
4. Proficient in using computer applications such as MS Office (Word, Excel, Outlook) and basic knowledge of office equipment (e.g., fax machines, printers).
5. Strong organizational and multitasking abilities, with the capability to prioritize tasks effectively and work under minimal supervision.
6. Exceptional customer service skills, with a positive and helpful attitude towards visitors and callers.
7. Strong attention to detail and accuracy in handling administrative tasks.
8. Ability to maintain confidentiality and handle sensitive information with discretion.
9. Flexibility to adapt to changing priorities and work well under pressure.
10. Punctuality and reliability, with a commitment to maintaining regular attendance.
