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.

Receptionist - Female jobs

Receptionist(Female)