Receptionist

PositionReceptionist

Department: Administration

Reports To: HR Manager

Job Summary

The Receptionist is responsible for managing the front office, welcoming visitors, handling telephone calls, coordinating communication, and providing administrative support to ensure smooth day-to-day office operations while maintaining a professional corporate image.

Key Responsibilities

Front Office Management

• Greet and welcome visitors, clients, vendors, and employees professionally.
• Maintain the reception area in a clean, organized, and presentable condition.
• Register visitors and issue visitor passes as per company policy.
• Inform employees about visitor arrivals and coordinate meetings.

Telephone & Communication

• Answer and direct incoming calls promptly and professionally.
• Take messages and ensure timely communication to concerned employees.
• Handle general inquiries via phone, email, and in person.
• Maintain the company telephone directory.

Visitor & Meeting Coordination

• Schedule and coordinate meeting room bookings.
• Arrange refreshments for visitors and meetings when required.
• Coordinate with housekeeping to ensure meeting rooms are ready.

Administrative Support

• Receive, sort, and distribute incoming mail, courier, and packages.
• Coordinate outgoing courier and postal services.
• Maintain records of courier dispatches and receipts.
• Assist in preparing letters, reports, and office documents.

Office Coordination

• Coordinate with housekeeping, security, and maintenance teams.
• Monitor and report facility-related issues.
• Assist in ordering and maintaining office stationery and supplies.
• Support HR and Administration in day-to-day activities.

Record Keeping

• Maintain visitor logs and reception registers.
• Update employee contact lists and emergency contact information.
• Maintain confidential documents and records with discretion.

Customer Service

• Provide accurate information to visitors and callers.
• Ensure a positive experience for guests and clients.
• Handle complaints politely and escalate issues when necessary.

Compliance

• Follow company policies and reception protocols.
• Ensure visitor security procedures are followed.
• Maintain confidentiality of company information.

Required Qualifications

• Bachelor's degree in any discipline (preferred).
• Diploma or certification in Front Office or Administration is an added advantage.

Experience

• 0–3 years of experience as a Receptionist, Front Office Executive, or Customer Service Executive in a corporate environment.

Required Skills

• Excellent verbal and written communication skills.
• Professional appearance and courteous behavior.
• Strong interpersonal and customer service skills.
• Good telephone etiquette.
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint).
• Basic knowledge of office administration.
• Time management and multitasking abilities.
• Organizational and coordination skills.
• Ability to maintain confidentiality.
• Positive attitude and problem-solving skills.

Key Competencies

• Professionalism
• Communication Skills
• Customer Focus
• Attention to Detail
• Teamwork
• Time Management
• Reliability
• Adaptability
• Integrity

Working Conditions

• Standard corporate office environment.
• May require occasional overtime during events or management visits.
• Expected to maintain a high standard of grooming and professional conduct.