Receptionist

Roles and responsibilities

Reception Desk: Ensure all customers entering the reception are welcomed and give necessary assistance or directed to the required person/department. Deal with all enquiries in a professional and courteous manner, in person, on the telephone or via e-mail.

Telephone Operations: Make sure that all telephone calls are swiftly answered, directed to the appropriate person and messages taken are in clear form.

Administration: Arrange complete set of documents and update delivery report in the portal as and when required by the technical team. Prepare reports as required by management, mainly pertaining to enquiries, drop-ins and deliveries.

Log Management: Record all movements of drop-ins, customer pick up, and deliveries. Prepare and submit required reports when requested by management. Records to be maintained manually (logbook) along with the supporting documents. Ensure inspection and condition is recorded to ensure highest CSI.

Job Specific Information:

Receptionist will act as the first point for customer interface. Will closely work with the service reception team and other support staff.

Qualifications:

• Secondary School Education Certificate.
• Diploma in business administration or secretarial studies is preferred.

Experience

• 3 years of minimum experience in admin and receptionist role.
• Experience with automotive industry or luxury retail is preferred.
• Very good command of spoken & written English.
• Hindi or Urdu is a must.

Desired candidate profile

1. Customer Service and Communication

• Greeting Visitors: Welcoming visitors, clients, patients, or customers in a friendly and professional manner, ensuring they feel valued and respected.
• Answering and Directing Calls: Managing phone lines by answering calls, forwarding them to the appropriate departments or individuals, and providing accurate information.
• Handling Inquiries: Addressing customer questions or concerns, offering assistance or redirecting them to the appropriate person or department for more detailed answers.
• Maintaining a Professional Image: Ensuring a pleasant environment by projecting a positive, friendly, and professional attitude, whether in person, on the phone, or via email.

2. Administrative Support

• Scheduling Appointments: Managing calendars, scheduling meetings, appointments, or consultations, and ensuring that all parties are informed of any changes.
• Filing and Organizing: Maintaining office files, records, and documents, both physical and electronic, to ensure easy access and organization.
• Data Entry: Inputting and maintaining information in databases, spreadsheets, and other office management tools.
• Mail Management: Sorting, distributing, and handling incoming and outgoing mail or packages.
• Handling Payments: In some environments (e.g., medical offices, salons), receptionists may handle invoicing, payments, or billing inquiries.

3. Office Management and Coordination

• Ensuring Smooth Operations: Coordinating the flow of daily activities, ensuring that everything runs smoothly, and addressing any issues that may arise at the front desk.
• Managing Office Supplies: Monitoring office supplies and ensuring that necessary items are replenished in a timely manner, such as stationery, printer supplies, and brochures.