Receptionist

Role Overview

The Receptionist is the face of the organization, responsible for managing the front desk and creating a positive first impression for everyone who walks through the door. Day to day, this person handles incoming calls, greets visitors, coordinates mail and deliveries, and provides administrative support that keeps the office running smoothly. This role matters because it ensures that communication flows efficiently, records are accurate, and the workplace remains organized and professional.

Key Responsibilities

• Serve as the primary point of contact at the reception desk, welcoming guests, clients, and candidates while following security and sign-in procedures.
• Answer, screen, and route phone calls to the appropriate team members, taking clear messages and escalating urgent or sensitive matters promptly.
• Manage incoming and outgoing mail, courier packages, and deliveries, ensuring they reach the right recipients without delay.
• Maintain daily staff attendance logs and share reports with HR or relevant departments within required timelines, flagging late arrivals, early departures, or unexplained absences.
• Provide administrative assistance such as printing, scanning, filing, and document preparation, and help schedule meetings, interviews, and appointments.
• Coordinate meeting room bookings and ensure spaces are tidy, well-prepared, and ready for use.
• Monitor office and reception supplies, notify the right person when stock needs replenishing, and support facilities coordination like maintenance or cleaning.
• Support HR and operations with tasks like receiving interview candidates, organizing staff events, and handling general office inquiries, while maintaining confidentiality of company and visitor information.

Requirements & Qualifications

• Diploma or degree in Business Administration, Office Administration, Business Management, or a similar discipline.
• At least one year of experience in reception, front office, or office administration.
• Comfortable using Microsoft Office programs like Word, Excel, and Outlook for email and scheduling.
• Strong written and verbal communication skills, with a professional and courteous phone manner.
• Excellent organizational abilities and attention to detail, especially for maintaining accurate records.
• Ability to handle confidential information with discretion and professionalism.
• Proven capacity to multitask, prioritize, and stay calm in a busy office environment.
• Presentable, approachable, and committed to delivering high-quality customer service.