Job Description
Job Title
Administrative Officer / Receptionist
Gender Preference
Female (where applicable based on organizational requirements)
Department
Administration / Corporate Services
Reports To
Administrative Manager / Office Manager / Operations Manager
Job Summary
The Administrative Officer / Receptionist is responsible for providing professional front-desk management, administrative support, and coordination services to ensure smooth daily office operations. The role involves managing visitor reception, handling communications, maintaining records, supporting administrative activities, coordinating office requirements, and providing excellent customer service to employees, clients, and visitors.
Key Responsibilities
Reception and Front Desk Management
- Welcome and assist visitors, clients, and employees in a professional and courteous manner.
- Manage the reception area and ensure a professional first impression of the organization.
- Answer, screen, and direct incoming telephone calls and inquiries.
- Receive and distribute incoming correspondence, packages, and documents.
- Maintain visitor records and coordinate visitor access procedures.
- Schedule meeting room bookings and support meeting arrangements.
- Provide general information and assistance to visitors and stakeholders.
Administrative Support
- Provide day-to-day administrative support to management and departments.
- Prepare letters, reports, memos, presentations, and other official documents.
- Maintain electronic and physical filing systems.
- Manage office records, registers, and databases.
- Support document control, scanning, printing, and archiving activities.
- Assist with preparing reports, presentations, and administrative summaries.
- Coordinate appointments, meetings, and internal communications.
Office Coordination
- Monitor office supplies, stationery, and administrative requirements.
- Coordinate procurement requests and follow up on office-related needs.
- Support travel arrangements, events, and meeting coordination when required.
- Liaise with internal departments, suppliers, and service providers.
- Assist with employee requests and general office support activities.
- Ensure office facilities and reception areas are maintained in a professional condition.
Communication and Customer Service
- Handle inquiries from employees, clients, suppliers, and visitors professionally.
- Manage emails and correspondence efficiently.
- Escalate issues and requests to the appropriate departments.
- Maintain positive relationships with internal and external stakeholders.
- Ensure confidentiality of company information and documents.
Records and Reporting
- Maintain accurate administrative records and documentation.
- Prepare daily, weekly, or monthly administrative reports as required.
- Track incoming and outgoing correspondence.
- Support audits and inspections by providing required documentation.
- Maintain confidentiality of sensitive information.
Qualifications
- Diploma or Bachelor's degree in Business Administration, Office Management, Secretarial Studies, or a related field.
- Additional training in customer service, administration, or office management is an advantage.
Experience
- Minimum of 2–4 years of experience in reception, administration, customer service, or office coordination.
- Experience in corporate offices, facilities management, hospitality, healthcare, or service industries is preferred.
- Previous experience handling front-desk responsibilities is desirable.
Required Skills
- Excellent communication and interpersonal skills.
- Professional appearance and customer-focused attitude.
- Strong telephone etiquette and visitor management skills.
- Good organizational and multitasking abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Strong attention to detail and record-keeping skills.
- Ability to maintain confidentiality and professionalism.
- Good time management and follow-up skills.
- Ability to work independently and as part of a team.
Key Performance Indicators (KPIs)
- Professional and efficient reception service delivery.
- Visitor and customer satisfaction levels.
- Accuracy of administrative records and reports.
- Timely completion of administrative tasks.
- Effective handling of calls, emails, and correspondence.
- Proper document management and filing compliance.
- Office support service effectiveness.
Working Conditions
- Primarily office-based at the reception/front desk area.
- Regular interaction with employees, visitors, clients, suppliers, and management.
- May require flexibility to support meetings, events, and urgent administrative requirements.
- Requires professional conduct, confidentiality, and a customer-focused approach at all times.
