Receptionist

Job Description

• Greet and welcome visitors, clients, and employees in a professional and courteous manner. Direct visitors to the appropriate department or individual.
• Ensure the reception area is clean, organized, and presentable at all times.
• Answer, screen, and direct incoming phone calls, take messages, and relay information to the appropriate team members.
• Maintain clear and professional communication both internally and externally.
• Maintain an accurate daily log of all visitors, clients, and deliveries.
• Track and report on phone call volume, including missed calls and follow-ups.
• Record and distribute incoming mail/packages, ensuring timely delivery to staff.
• Provide daily updates to the Office Manager or relevant department on the status of office tasks (e.g., supply levels, cleaning needs, equipment issues).
• Report any office-related incidents or emergencies (e.g., safety hazards, maintenance issues) to the appropriate team.
• Track office supply usage and prepare a monthly inventory report, noting items that need to be reordered.
• Document any ongoing or completed maintenance requests for the office. Track and report the status of CCTV systems.
• Monitor and report on access to restricted or sensitive areas.
• Issue office access cards for employees and visitors. Manage gate pass access for clients and visitors.
• Receive, sort, and distribute incoming mail, packages, and deliveries to the appropriate departments.
• Serve as the first point of contact in emergency situations, providing assistance and directing staff and visitors to safety as necessary.

Job Requirements

• Bachelor’s degree in any relevant field.
• Proven experience of 2 to 5 years as a receptionist, front office representative, or in a customer service role.
• Excellent command of English.
• Strong organizational skills and attention to detail.
• Excellent phone etiquette and communication skills (both written and verbal).
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) or similar office software.
• Ability to handle multiple tasks in a fast-paced environment while maintaining professionalism.
• Friendly and approachable demeanor with a strong customer service orientation.
• Ability to produce detailed reports and maintain accurate records.