Job Summary:
The Receptionist will serve as the first point of contact for visitors, providing excellent customer service, answering and directing phone calls, managing appointments, and performing various administrative duties to support the smooth running of the office.
Key Responsibilities:
- Greet and welcome visitors in a warm and professional manner.
- Answer, screen, and direct incoming phone calls to the appropriate staff.
- Handle inquiries and provide accurate information to clients and visitors.
- Manage meeting room bookings and ensure meeting spaces are prepared.
- Coordinate and schedule appointments, meetings, and events as necessary.
- Receive, sort, and distribute mail and packages.
- Maintain office security by following procedures (e.g., visitor logs).
- Assist with basic administrative tasks, such as data entry, filing, and maintaining office supplies.
- Support other departments with clerical duties as needed.
Requirements:
- High school diploma or equivalent (additional qualifications in office administration are a plus).
- Prior experience as a receptionist or in a customer service role is preferred.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook).
- Excellent verbal and written communication skills.
- Strong organizational skills and attention to detail.
- Friendly, professional demeanor with a customer-focused attitude.
- Ability to multitask and prioritize in a fast-paced environment.
Skills:
Communication Skills: Clear and polite verbal and written communication is vital for interacting with clients and colleagues.
Customer Service: Ability to handle inquiries, resolve issues, and ensure a pleasant experience for visitors.
Organization: Keeping track of appointments, files, and tasks in an orderly manner is essential.
Multitasking: Managing multiple tasks simultaneously, such as answering phones, greeting visitors, and handling paperwork.
Time Management: Prioritizing tasks effectively to ensure everything runs smoothly.
Technical Proficiency: Familiarity with office software (like Microsoft Office), phone systems, and other office equipment.
Attention to Detail: Ensuring accuracy in tasks like scheduling and data entry.
Problem-Solving: Ability to think on your feet and address issues as they arise.
Interpersonal Skills: Building rapport with visitors and colleagues to foster a welcoming environment.
Confidentiality: Handling sensitive information with discretion and professionalism.
