RECEPTION

Specification

Description

Duties & Responsibilities:

Visitor and Client management
-Greet clients and visitors with a positive, helpful attitude.
-Welcoming visitors and accompanying them to specific locations
-Assisting clients in finding their way around the office.
-Announcing or alerting staff when their visitors or clients have arrived as necessary.
-Preparing meeting room or pantry with refreshments for Company’s visitors or clients as necessary

Front Office management
-Helping maintain workplace security by checking and maintaining visitor logs.
-Monitoring security and telecommunications systems to increase the company’s security.
-Maintaining the reception area’s safety and cleanliness standards
-Answering, screening, and forwarding calls.
-Taking messages and ensuring they are passed on to the right staff member in time.
-Coordinating internal and external events
-Handling complaints and queries via calls, emails, and general correspondence
-Obtaining and sharing data through emails or other modes
-Managing administrative tasks like maintaining appointment calendars
-Filing and maintaining documents and records

Administrative management
-Helping the HR department with visa management as required
-Managing travel plans and documents
-Keeping track of office supplies, furniture, and equipment
-Sorting, delivering, preparing and distributing mail and courier deliveries
-Preparing meeting and training rooms.
-Managing the availability of the meeting/conference rooms
-Supervising office services such as cleaners and service maintenance staff
-Assisting with a variety of administrative tasks including copying, taking notes.
-Inventory checks for Pantry and other necessary office items
-Performing ad-hoc administrative duties.
-Scheduling appointments such as employee medical

Requirements
Diploma or equivalent in business management , hospitality or related field

Skills required:
Time management
Proficiency with Microsoft Office
Fluent in English
Communication and soft skills

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