Receptionist

Responsibilities:

Greeting and Welcoming:

• Warmly greet visitors, clients, and staff as they arrive at the office.
• Provide excellent customer service by answering questions, providing directions, and assisting with inquiries.
• Maintain a professional and welcoming demeanor at all times, representing the organization in a positive light.

Answering and Directing Calls:

• Handle incoming calls on a multi-line telephone system, routing them to the appropriate departments or individuals.
• Take messages accurately and relay them promptly to the intended recipients.
• Provide basic information about the organization, its services, and office hours to callers.

Managing Reception Area:

• Keep the reception area clean, organized, and presentable at all times.
• Monitor visitor access and issue visitor badges as needed.
• Manage incoming and outgoing mail, packages, and deliveries, distributing them to the appropriate recipients.

Administrative Support:

• Assist with administrative tasks such as typing, filing, photocopying, and faxing.
• Schedule appointments and meetings and maintain calendars for staff as requested.
• Assist with special projects, events, and other tasks as needed.

Security and Safety:

• Monitor security cameras and ensure the safety and security of the premises.
• Follow security procedures and protocols to maintain a safe environment for employees and visitors.
• Respond to emergencies or incidents appropriately, following established procedures.

Qualifications:

• High school diploma or equivalent; additional education or training in office administration is a plus.
• Proven experience as a receptionist, front desk representative, or similar role.
• Excellent verbal and written communication skills.
• Professional appearance and demeanor, with strong customer service skills.
• Ability to multitask and prioritize tasks in a busy environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other office software.
• Familiarity with office equipment such as multi-line phone systems, printers, and copiers.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong attention to detail and organizational skills.