Receptionist
Date: 05-Apr-2021
Location: QA
Company: Power International Holding
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