Job Description – Receptionist
Job Title: Receptionist
Department: Administration / Front Office
Reports To: Office Manager / Administration Manager
Location: [Location]
Employment Type: Full-Time
Job Summary
The Receptionist serves as the first point of contact for visitors, clients, and employees. This role is responsible for managing front-desk operations, handling incoming calls, greeting guests, coordinating appointments, and providing administrative support to ensure smooth daily office operations.
Key Responsibilities
Front Desk Management
- Welcome and assist visitors, clients, and guests in a professional and courteous manner.
- Manage the reception area to ensure it remains clean, organized, and presentable.
- Direct visitors to the appropriate departments or personnel.
Communication & Coordination
- Answer, screen, and forward incoming phone calls.
- Respond to general inquiries via phone, email, and in-person visits.
- Receive, sort, and distribute mail, courier deliveries, and packages.
- Maintain visitor logs and issue visitor passes when required.
Administrative Support
- Schedule and coordinate meetings, appointments, and conference room bookings.
- Maintain office records, files, and documents.
- Assist with data entry, report preparation, and general administrative tasks.
- Support travel arrangements, accommodation bookings, and office event coordination as needed.
Office Operations
- Monitor office supplies and coordinate replenishment when necessary.
- Coordinate with vendors, service providers, and maintenance personnel.
- Ensure compliance with company policies and office procedures.
Qualifications
- High school diploma or equivalent; diploma or degree in Business Administration or a related field is an advantage.
- Previous experience in a receptionist, front desk, customer service, or administrative role is preferred.
- Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
- Familiarity with office equipment such as telephone systems, printers, and scanners.
Skills & Competencies
- Excellent verbal and written communication skills.
- Professional appearance and customer-service orientation.
- Strong interpersonal and organizational skills.
- Ability to multitask and prioritize work effectively.
- Attention to detail and accuracy.
- Ability to maintain confidentiality and professionalism.
- Basic administrative and record-keeping skills.
Key Performance Indicators (KPIs)
- Visitor and customer satisfaction.
- Accuracy and timeliness of call handling and message delivery.
- Efficient management of appointments and meeting schedules.
- Maintenance of organized front-office operations.
- Timely completion of administrative tasks.
Working Conditions
- Office-based environment.
- Regular interaction with visitors, clients, employees, and vendors.
- Standard business working hours with occasional flexibility as required.
