POSITION CONCEPT:

The receptionist is the first point of contact for our company. The receptionist’s duties include offering administrative support across the organization.

The receptionist welcomes guests and greets people who visit the business, also coordinates front-desk activities, including distributing correspondence and redirecting phone calls.

Must have a pleasant personality, as this is also a customer service role. Should also be able to deal with emergencies in a timely and effective manner, while streamlining office operations. Multitasking and stress management skills are essential for this position. This role may require working in shifts, so flexibility is a must.

Ultimately, a Receptionist’s duties and responsibilities are to ensure the front desk welcomes guests positively and executes all administrative tasks to the highest quality standards.

MAIN RESPONSIBILITIES:

Greets and welcomes guests as soon as they arrive at the office
Directs visitors to the appropriate person and office
Answers, screens, and forwards incoming phone calls
Ensures reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms, and brochures)
Provides basic and accurate information in-person and via phone/email
Receives, sorts, and distributes daily mail/deliveries
Maintains office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
Orders front office supplies and keep an inventory of stock
Updates calendars and schedules meetings
Arranges travel and accommodations, and prepare vouchers
Keeps updated records of office expenses and costs
Performs other clerical receptionist duties such as filing, photocopying, transcribing, and faxing

SECRETARY REQUIREMENTS:

Proven work experience as a Receptionist, Front Office Representative, or similar role
Proficiency in Microsoft Office Suite
Hands-on experience with office equipment (e.g. printers)
Professional attitude and appearance
Solid written and verbal communication skills
Ability to be resourceful and proactive when issues arise
Excellent organizational skills
Multitasking and time-management skills, with the ability to prioritize tasks
Customer service attitude
High school degree; additional certification in Office Management is a plus

PEOPLE MANAGEMENT:

Maintain appropriate staffing levels of the department in line with budget and business
Ensure subordinates have clear objectives and challenging
Ensure subordinates receive appropriate guidance and training. Recommend training required by all subordinates regularly and specifically at the time of annual
Maintain continuous two-way communications with the team to better understand their concerns and needs.
Motivate and recognize top

Monitor functions of subordinates on a timely bas