Receptionist

Roles and responsibilities

1. Communication Skills

• Verbal Communication: Clearly speaking with visitors, clients, and employees in person and over the phone.
• Written Communication: Sending clear, concise emails and messages, including professional correspondence and appointment reminders.
• Active Listening: Listening attentively to inquiries or concerns and responding appropriately.

2. Customer Service

• Positive Attitude: Creating a welcoming and friendly environment for visitors and clients.
• Problem-Solving: Addressing customer or visitor concerns promptly and effectively, ensuring satisfaction.
• Multitasking: Managing multiple requests or queries at the same time without losing focus or composure.

3. Organizational Skills

• Scheduling and Appointments: Managing calendars, scheduling meetings, and coordinating appointments for staff.
• File Management: Keeping physical or digital files organized, making it easy to retrieve information quickly.
• Office Supplies: Monitoring and managing office supplies to ensure smooth operations.

4. Technology Proficiency

• Phone Systems: Operating a multi-line phone system, transferring calls, and taking messages.
• Computer Skills: Proficient with office software (like Microsoft Office, Google Suite), data entry, and handling various administrative tasks.
• Reception Software: Familiarity with appointment scheduling and visitor management software.

5. Time Management

• Prioritizing tasks to ensure the reception area is efficiently managed, despite high volumes of visitors or calls.
• Managing various administrative duties such as receiving mail, handling packages, and maintaining a tidy reception area.

6. Attention to Detail

• Ensuring accuracy when managing visitor logs, appointments, and communication.
• Attention to detail is crucial when handling confidential information or when managing administrative tasks like scheduling.

7. Professionalism

• Appearance and Behavior: Maintaining a neat appearance and exhibiting professional behavior in interactions with clients and visitors.
• Confidentiality: Protecting sensitive company information and client details, maintaining discretion at all times.

8. Multitasking and Flexibility

• Juggling phone calls, greeting visitors, and handling administrative tasks all while keeping operations smooth.
• Adapting to changing schedules or unexpected situations, like last-minute meetings or a high volume of visitors.

9. Interpersonal Skills

• Establishing rapport with visitors, clients, and colleagues.
• Being approachable and attentive, while staying calm and composed under pressure.

Desired candidate profile

JOB RESPONSIBILITIES & TASKS:

• Answers inquiries through phone, email and whatsapp
• Accommodates guests and visitors
• Schedules appointment for the director
• Receives and sorts out mails and transmittal
• Monitors and orders office & pantry supplies
• Handles petty cash

Extra administrative tasks:

• Calling & scheduling shortlisted candidates for interview
• Sending invitation mails & updates for interview process
• Coordinates and assist other departments
• Post job postings and vacancies via indeed
• Manage employee records
• Process on-boarding for new employees

Knowledge of Company and Procedures

Understanding company policies and procedures to assist visitors and answer questions accurately.
Having the knowledge to direct inquiries to the appropriate departments or individuals.
Language Skills

Proficiency in multiple languages can be an added advantage, especially in diverse or international settings.