Receptionist

Role Overview

The Receptionist is tasked with warmly welcoming and assisting visitors both in person and over the telephone, managing inquiries by answering or directing them accurately, and ensuring an orderly and secure reception area. This position entails maintaining detailed employee and department directories and providing clear guidance to guests.

Primary Responsibilities

• Greet, welcome, and appropriately direct visitors upon arrival.
• Handle incoming phone calls by answering, screening, and forwarding them, while offering basic information as necessary.
• Manage daily mail, deliveries, and couriers efficiently.
• Ensure security by following established protocols, monitoring visitor logbooks, and issuing visitor badges when required.
• Maintain and update appointment calendars and coordinate meetings or appointment scheduling.
• Execute clerical tasks including filing, photocopying, collating, faxing, and processing requests like gate passes, salary certificates, and no objection certificates.
• Assist with Occupational Health Center (OHC) requests for specific staff, maintain accurate OHC records, process VIP tag activations and cancellations, and update tracking documentation.
• Handle confidential information with utmost discretion and professionalism.
• Address inquiries courteously, resolve basic issues, or escalate them as needed.
• Keep the reception and office areas tidy and welcoming; ensure office supplies are well-stocked and organized.
• Communicate important messages internally and support in distributing notices and announcements.
• Utilize office software such as Microsoft Office and booking systems effectively, and operate office equipment including printers and switchboards.
• Coordinate meeting room bookings and continue updating scheduling calendars.

Candidate Profile and Qualifications

• 1 to 3 years of experience in reception or administrative roles, preferably within a professional office environment.
• Excellent telephone etiquette, customer service skills, and working knowledge of basic office software.
• Minimum education of high school diploma or equivalent; additional certifications in office administration or receptionist training are advantageous.
• Strong communication abilities, organizational skills, and capacity to multitask efficiently.
• Professional appearance, friendly disposition, and capability to maintain composure under pressure.