Receptionist

Job Summary

Job Responsibilities 1

Principal Accountabilities

• Remains professional and approachable at all times.
• Provides excellent customer service to all visitors and act as a face of the organization to increase organization branding internally and externally.
• Maintains confidentiality and accurately distribute, record or file correspondences, calls or queries at all times to ensure efficient traceability of all documents handled in the direct supervisor’s office.

Job Responsibilities 2

1. Customer Service : Ensures to remain professional and approachable at all times, provide excellent customer service to all visitors and act as a face of the organization to increase organization branding internally and externally.

• Checks admission of guests without appointments to the direct supervisor on daily basis.
• Maintains a log of visitors and appointments for easy reference on a daily basis.
• Ensures to appear and act in a professional and pleasant manner with all visitors and score 90% or more in random performance surveys conducted by the department head.

2. Correspondence and Information Management:  Ensures to confidentially and accurately distribute, record or file correspondences, calls or queries at all times to ensure efficient traceability of all documents handled in the direct supervisor’s office.

• Ensures that documents for the department are distributed to the concerned personnel on a timely manner on a daily basis.
• Ensures that documents for the direct supervisor are properly screened / and organized in the signature file on daily basis.
• Records distributed documents and monitor actions taken for correspondence that require reply on a daily basis.
• Advise the direct supervisor for any documents / matters that require immediate attention on daily basis.
• Ensures to screen and forward approved calls to the direct supervisor on daily basis.
• Monitors all documents coming in or leaving the department in compliance to the quality management system at all times.
• Ensures proper dissemination of mails to the department on daily basis.
• Ensures that couriers / packages are delivered / received on timely manner.

3. Administrative and Facilities Management duties:  Manages or guides security personnel, team boy and messengers as and when required to ensure reception desk services are available at all times for visitors and employees.

• Manages tea boys and messengers and security guards on a daily basis.
• Ensures reception desk is not empty at any time.
• Monitors  reception petty cash/ supplies and submit consumption reports on a weekly basis.

4. Administrative and General clerical duties :Ensures to record, monitor and maintain all documents for effective filing and business continuity at all times.

• Ensures proper dissemination of mails to the department on daily basis.
• Ensures that couriers / packages are delivered / received on timely manner.
• Monitors and request for required reception supplies on a monthly basis.
• Maintains all invoices for all expenditure from petty cash and file the invoices appropriately

Job Knowledge & Skills

• Familiarity and working knowledge of general office machines (i.e. fax, copier, printers, etc.) required.
• Knowledge on phone etiquette
• Good Communication (oral and written)
• Possess good understanding and knowledge in document control and management 
• Proficient in computer systems, applications and programs

Job Experience

Total    3 year(s)  On Job      1 year(s) GCC     1 year(s)

Competencies

Education