Background

As the first point of contact for an organization, We are looking to hire a person responsible for creating a positive first impression and ensuring smooth front desk operations. The role combines customer service, administrative, and sales tasks.

Key Responsibilities and Duties

Guest Services: Greet and welcome visitors in a professional and friendly, attend to or direct them to the appropriate person or office.

Communication Management: Answer, screen, and forward incoming phone calls using a multi-line system, take messages, and respond to inquiries via phone, email, and in-person.

Administrative Support: Perform various clerical tasks such as filing, data entry, photocopying, scanning, and transcribing.

Scheduling and Planning: Manage calendars, schedule meetings and appointments, book conference rooms, and coordinate logistics for staff.

Mail and Deliveries: Receive, sort, and distribute daily mail, and packages. Prepare outgoing mail and coordinate courier services.

Office Maintenance: Keep the reception area and common areas tidy and presentable, monitor office supplies inventory, and assist place orders as needed.

Security & Safety: Adhere to security protocols by monitoring visitor logs and reporting any suspicious activity to ensure a safe environment.

Required Skills and Qualifications

A person who possess a blend of soft and hard skills:

Communication Skills: Excellent written and verbal communication skills are essential for interacting clearly and professionally with a diverse range of people.

Customer Service: A friendly, professional, and helpful attitude to provide exceptional service and handle difficult situations with composure.

Organizational Skills: Strong ability to multitask, prioritize tasks, manage time effectively, and maintain organized records and filing systems.

Technical Proficiency: Competency in using standard office equipment (printers, scanners machines) and software like Microsoft Office Suite (Word, Excel, Outlook).

Professionalism: A professional appearance and demeanor, as the receptionist is the "face" of the company.

Resourcefulness: The ability to be proactive and solve problems efficiently when issues arise.

Industry Variation

duties may be tailored to the print and marketing environment:

Receptionist: Focuses on supporting internal staff, managing executive calendars, and coordinating large meetings and events.

• Greet and welcome visitors in a professional and friendly manner.
• Attend to or direct visitors to the appropriate person or office.
• Answer, screen, and forward incoming phone calls using a multi-line system.
• Take messages and respond to inquiries via phone, email, and in-person.
• Perform clerical tasks such as filing, data entry, photocopying, scanning, and transcribing.
• Manage calendars, schedule meetings and appointments.
• Book conference rooms and coordinate logistics for staff.
• Receive, sort, and distribute daily mail and packages.
• Prepare outgoing mail and coordinate courier services.
• Keep the reception area and common areas tidy and presentable.
• Monitor office supplies inventory and assist with placing orders.
• Adhere to security protocols by monitoring visitor logs.
• Report any suspicious activity to ensure a safe environment.
• Support internal staff.
• Manage executive calendars.
• Coordinate large meetings and events.

• Excellent written and verbal communication skills.
• Friendly, professional, and helpful attitude.
• Ability to handle difficult situations with composure.
• Strong multitasking abilities.
• Ability to prioritize tasks.
• Effective time management.
• Ability to maintain organized records and filing systems.
• Competency in using standard office equipment (printers, scanners machines).
• Competency in Microsoft Office Suite (Word, Excel, Outlook).
• Professional appearance and demeanor.
• Proactive problem-solving abilities.

• A blend of soft and hard skills.