Description

1. Greeting and Welcoming Visitors: Warmly welcome visitors and clients to the office with a friendly demeanor. Direct visitors to the appropriate person or department and ensure they sign in and receive any necessary badges or passes.
2. Answering and Directing Phone Calls: Answer incoming phone calls in a professional manner and direct them to the appropriate department or individual. Take messages accurately and ensure they are delivered promptly to the intended recipient.
3. Managing Reception Area: Maintain a clean and organized reception area, ensuring it reflects a professional image of the company. Monitor and manage visitor access, ensuring security protocols are followed.
4. Administrative Support: Provide general administrative support, including typing, copying, scanning, and filing documents. Assist with scheduling appointments, meetings, and conference room reservations as needed.
5. Handling Incoming and Outgoing Mail: Sort and distribute incoming mail and packages to appropriate recipients. Prepare outgoing mail and packages for shipment using postage meters and courier services.
6. Customer Service: Assist clients and visitors with inquiries, providing information and assistance as needed. Respond to customer inquiries and requests in a timely and professional manner, both in person and over the phone.
7. Office Supplies Management: Monitor inventory of office supplies and place orders as needed to ensure adequate stock levels. Keep track of office equipment and report any maintenance or repair issues to the appropriate department.

Qualifications

1. High school diploma or equivalent required; additional education or certification in office administration or related field preferred.
2. Proven experience as a receptionist or in a similar role, preferably in a professional office setting.
3. Excellent verbal and written communication skills, with a polite and professional phone manner.
4. Strong interpersonal skills and ability to interact effectively with a diverse range of people.
5. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with office equipment (e.g., multi-line phone systems, fax machines).
6. Exceptional organizational skills and attention to detail.
7. Ability to prioritize tasks and manage time effectively in a fast-paced environment.
8. Professional appearance and demeanor.