Administrator / Receptionist Job Description
Job Title
Administrator / Receptionist
Job Summary
The Administrator / Receptionist is responsible for providing front-desk reception services and administrative support to ensure the smooth and efficient operation of the office. This role serves as the first point of contact for visitors, employees, and external stakeholders while managing office communications, records, scheduling, and general administrative tasks.
Key Responsibilities
Reception and Front Desk Management
- Greet and welcome visitors, clients, and guests in a professional manner.
- Answer, screen, and direct incoming phone calls and emails.
- Manage visitor sign-in procedures and maintain visitor records.
- Handle inquiries and provide accurate information to internal and external stakeholders.
- Ensure the reception area remains clean, organized, and presentable.
Administrative Support
- Perform general administrative duties, including filing, photocopying, scanning, and document preparation.
- Maintain and update office records, databases, and filing systems.
- Assist with preparing reports, correspondence, and presentations.
- Schedule appointments, meetings, and conference room bookings.
- Coordinate travel arrangements and accommodation bookings when required.
Office Operations
- Monitor and maintain office supplies and place orders as needed.
- Coordinate courier, mail, and package deliveries.
- Support office maintenance activities and liaise with service providers.
- Assist in organizing company events, meetings, and employee activities.
Record Keeping and Documentation
- Maintain confidential records and company documents.
- Ensure accurate data entry and document management.
- Support compliance with company policies and administrative procedures.
Customer Service and Communication
- Respond promptly and professionally to inquiries from clients, vendors, and employees.
- Facilitate communication between departments and external parties.
- Handle routine requests and escalate complex issues appropriately.
Qualifications
- High school diploma or equivalent required; diploma or bachelor's degree in Business Administration or a related field is preferred.
- 1–3 years of experience in administration, reception, customer service, or office support roles.
- Experience using office management systems and administrative software is an advantage.
Required Skills
- Excellent verbal and written communication skills
- Professional telephone etiquette
- Customer service orientation
- Organizational and multitasking abilities
- Time management and attention to detail
- Data entry and record management
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Problem-solving skills
- Ability to maintain confidentiality
- Professional appearance and demeanor
Key Performance Indicators (KPIs)
- Timely response to calls, emails, and visitor inquiries
- Accuracy of administrative records and documentation
- Office supply and inventory management efficiency
- Visitor and employee satisfaction
- Timely completion of assigned administrative tasks
- Compliance with office procedures and standards
Reporting Structure
Reports To: Office Manager / Administration Manager / Operations Manager
Direct Reports: None
Employment Details
Department: Administration / Office Management
Employment Type: Full-time
Location: As assigned by the organization
Preferred Competencies
- Strong interpersonal skills
- Positive and professional attitude
- Reliability and dependability
- Ability to work independently and as part of a team
- Adaptability in a fast-paced office environment
