Receptionist

Job Summary

The Receptionist serves as the initial point of contact for visitors, clients, and employees by providing assistance, information, and administrative support in a professional and courteous manner. The role greets guests, answers and directs telephone calls, responds to inquiries, schedules appointments and meetings, and maintains a clean and presentable reception area. The role also supports smooth office communication and operations by handling correspondence, mail, packages, office records, supplies, routine administrative tasks, special assignments, and visitor access requirements.

Job Responsibilities 1

Visitor Welcome and Assistance

•  Greet and welcome visitors, clients, and employees as they arrive at the office.

•  Provide friendly, professional assistance and direction so that every person receives a positive first impression of the organization.

Telephone Call Management

•  Answer incoming telephone calls promptly and identify the appropriate individual or department for each inquiry.

•  Direct calls accurately and take complete messages when the intended recipient is unavailable.

Reception Area Management

•  Maintain the reception area in a clean, organized, and presentable condition at all times.

•  Monitor the area throughout the day to ensure that it remains welcoming and suitable for visitors, clients, and employees.

Inquiry Response and Information Support

•  Respond courteously to inquiries from visitors and callers regarding the organization and its services.

•  Provide accurate information and directions as needed to help individuals reach the appropriate person, department, or location.

Appointment and Meeting Coordination

•  Schedule appointments, meetings, and conference rooms for staff and clients by coordinating the relevant calendars.

•  Send timely reminders and maintain accurate scheduling information to support organized attendance and effective use of meeting facilities.

Mail, Package, and Delivery Handling

•  Receive and process incoming and outgoing mail, packages, and deliveries in an orderly manner.

•  Distribute items promptly to the appropriate recipients to support smooth office communication and operations.

Administrative and Clerical Support

•  Assist with routine administrative tasks, including typing, filing, photocopying, and faxing documents.

•  Complete assigned clerical work accurately and maintain organized office records for easy reference.

Job Responsibilities 2

Office Supply Inventory

•  Monitor office-supply inventory and identify items that require replenishment.

•  Place orders as needed to maintain adequate stock levels and prevent disruption to routine office activities.

Special Projects and Events

•  Assist with special projects or events assigned by management.

•  Complete assigned support activities in a timely manner and contribute to the overall efficiency and effectiveness of the office.

Visitor Access and Security Protocols

•  Monitor access to the premises and ensure that established visitor security procedures are followed.

•  Confirm that visitors sign in and wear identification badges when required to support controlled and orderly access.

Additional Responsibilities 3

Job Knowledge & Skills

General Office Machines:

•  Demonstrates familiarity and working knowledge of general office machines, including fax machines, copiers, and printers.

Telephone Etiquette:

•  Applies appropriate telephone etiquette when answering, directing, and transferring calls or taking messages.

English Communication:

•  Demonstrates good oral and written communication in English when assisting visitors, callers, clients, employees, and office personnel.

Document Control and Computer Proficiency:

•  Possesses a good understanding of document control and management and uses computer systems, applications, and programs proficiently.

ERP and SAP Functional Knowledge:

•  Applies ERP knowledge, preferably SAP functional skills, as required to support successful performance in the role

Job Experience

Minimum Working Experience:

•  Requires a minimum of 3 years of working experience to support effective performance of the assigned reception and administrative duties.

Relevant Working Experience:

•  Requires 2 years of relevant working experience involving reception, customer contact, communication, scheduling, correspondence, or clerical support.

GCC Experience:

•  Two years of GCC experience is considered an advantage for the role.

Competencies

Education