Receptionist/administrator
2 days ago
**Job Summary**:
We are seeking an organized and personable **Receptionist (only Female)** to manage our front desk and provide a welcoming environment for clients, visitors, and employees. The Receptionist will be responsible for answering calls, managing appointments, handling inquiries, and assisting in the smooth operation of administrative duties. This role is ideal for someone who is professional, has excellent communication skills, and enjoys working in a fast-paced environment.
**Key Responsibilities**:
**1. Front Desk and Visitor Management**:
- Greet and welcome visitors as they arrive at the office and ensure visitors are directed to the appropriate person or department.
- Maintain a visitors’ log and issue visitor badges when necessary.
- Notify employees when their guests have arrived.
**2. Phone and Communication Management**:
- Answer, screen, and forward incoming phone calls using a multi-line phone system.
- Provide basic and accurate information to callers regarding company services and operations.
- Handle phone messages and distribute them in a timely and organized manner.
**3. Administrative and Clerical Support**:
- Manage company calendars, including scheduling and confirming appointments and providing administrative support such as photocopying, faxing, filing, and scanning documents.
- Assist in preparing documents, reports, and presentations for internal teams.
- Organize and maintain office files, both electronic and paper-based.
**4. Office Coordination**:
- Monitor and maintain office supplies and order new supplies as needed.
- Keep the reception area and common areas neat and organized.
- Manage conference room bookings and ensure they are clean and ready for meetings.
- Coordinate with the facilities team to address any maintenance or cleaning needs.
**5. Support to Other Departments**:
- Provide support to HR or other departments by handling confidential documents, assisting in onboarding new employees, and coordinating interviews.
- Collaborate with the marketing or sales team by assisting with event coordination and other administrative tasks.
**Additional Responsibilities**:
- Handle emergency situations according to established protocols.
- Assist with organizing company events, meetings, and conferences.
- Perform ad hoc administrative duties as requested by management.
- Coordinate travel arrangements, including flight bookings, accommodations, and transportation.
**Qualifications**:
- **Education**: High school diploma or equivalent required; an associate’s degree or higher education is a plus.
- **Experience**: At least 1-2 years of experience in a receptionist, customer service, or office administration role.
- **Skills**:
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and experience with office equipment (phones, printers, etc.).
- Excellent verbal and written communication skills.
- Strong time management and organizational skills.
- Ability to work independently and as part of a team.
- Friendly and approachable demeanor with strong problem-solving skills.
- **Working Conditions**:
- Work is primarily performed at the front desk in an office environment.
- Frequent interaction with the public, both in-person and on the phone.
- Ability to sit or stand for extended periods.
**Language**:
- English (required)
Work Location: In person
Application Deadline: 30/09/2024
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