I. Job Purpose:
The primary role of a Receptionist is to ensure efficient and smooth day-to-day operations of the front desk area. Acting as the first point of contact for visitors and callers, the Receptionist plays a crucial role in creating a positive impression of the organization. They are responsible for managing inquiries, directing individuals to the appropriate personnel, and maintaining a tidy and welcoming reception area. Additionally, Receptionists handle administrative tasks such as scheduling appointments, coordinating meetings, and supporting other staff members with clerical duties. Overall, their goal is to provide exceptional customer service while effectively managing the flow of people and information within the organization.
II. Key Responsibilities:
- Greet and welcome guests as soon as they arrive at the office.
- Direct visitors to the appropriate person and office.
- Answer, screen, and forward incoming phone calls.
- Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g., pens, forms, and brochures).
- Provide basic and accurate information in-person and via phone/email.
- Receive, sort, and distribute daily mail/deliveries.
- Maintain office security by following safety procedures and controlling access via the reception desk.
- Order front office supplies and keep inventory of stock.
- Update calendars and schedule meetings.
- Perform other clerical receptionist duties such as filing, photocopying, transcribing, and faxing.