Receptionist

JOB PURPOSE

The Receptionist will be responsible for managing the front office and reception area, ensuring a professional and welcoming experience for visitors, clients, employees, and other stakeholders. The role will also provide administrative support, coordinate communication, maintain accurate records, and support the smooth day-to-day operations of the office.

KEY RESPONSIBILITIES

Reception and Front Office Management

• Manning the reception desk and ensuring it is attended during working hours.
• Welcoming and assisting visitors, clients, candidates, and other stakeholders in a professional and courteous manner.
• Receiving, screening, and directing incoming calls to the appropriate departments or employees.
• Receiving and directing visitors while ensuring adherence to company access and security procedures.
• Maintaining an accurate visitor register and ensuring all visitors are appropriately received and attended to.
• Receiving, sorting, and distributing incoming mail, courier deliveries, and other correspondence.
• Coordinating outgoing mail and courier services where required.
• Maintaining a clean, organized, and professional reception area.
• Responding to general inquiries and directing requests to the appropriate departments.

Attendance and Administrative Support

• Preparing and maintaining daily staff attendance records.
• Sharing attendance reports with the relevant departments/HR within the required timelines.
• Supporting the identification and reporting of late arrivals, early departures, and unexplained absences.
• Maintaining accurate administrative records and filing documents appropriately.
• Assisting with the preparation, printing, scanning, photocopying, and distribution of documents.
• Supporting the scheduling and coordination of meetings, interviews, appointments, and visitors.
• Assisting with meeting room bookings and ensuring meeting areas are prepared as required.
• Supporting general office administration and coordination of day-to-day office requirements.

Communication and Coordination

• Handling telephone and general reception inquiries professionally and efficiently.
• Taking and relaying accurate messages to employees and departments.
• Coordinating communication between visitors and the relevant employees.
• Maintaining professional communication with clients, service providers, candidates, and other stakeholders.
• Escalating urgent or sensitive matters to the appropriate person promptly.

Office Support

• Monitoring reception and general office supplies and notifying the relevant person when replenishment is required.
• Supporting the coordination of office maintenance, repairs, cleaning, and other facilities-related matters.
• Assisting with the coordination of staff identification/access cards and visitor access where applicable.
• Supporting the organization of staff meetings, events, training sessions, and other office activities.
• Maintaining confidentiality of company, employee, client, and visitor information.
• Ensuring compliance with company policies, procedures, and office protocols.

Additional Responsibilities

• Providing administrative support to the HR, Administration, and Operations teams as required.
• Assisting with recruitment activities, including receiving candidates, maintaining interview schedules, and directing candidates to the appropriate interview areas.
• Maintaining professionalism and a high standard of customer service at all times.
• Identifying administrative gaps and escalating them to the relevant supervisor.
• Performing any other duties and responsibilities that may reasonably be assigned by management from time to time.

QUALIFICATIONS AND EXPERIENCE

• Diploma or Degree in Business Administration, Office Administration, Business Management, or a related field.
• Minimum of one (1) year of relevant experience in reception, front office, and/or office administration duties.
• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook/email.
• Good written and verbal communication skills.
• Strong organizational and administrative skills.
• Good interpersonal and customer service skills.
• Ability to maintain confidentiality and handle information professionally.
• Ability to multitask, prioritize, and work effectively in a busy office environment.
• Professional, presentable, courteous, and approachable.
• Strong attention to detail and ability to maintain accurate records.

KEY COMPETENCIES

• Excellent communication and interpersonal skills.
• Customer service orientation.
• Professionalism and courtesy.
• Organization and time management.
• Attention to detail.
• Confidentiality and discretion.
• Teamwork and collaboration.
• Problem-solving skills.
• Ability to work under pressure and manage multiple tasks.
• Proficiency in office administration and record keeping.

PERFORMANCE EXPECTATIONS

The successful candidate will be expected to:

• Maintain a professional and well-managed reception area.
• Ensure visitors, calls, and correspondence are handled promptly and professionally.
• Maintain accurate and timely staff attendance records.
• Provide reliable administrative support to the organization.
• Demonstrate professionalism and confidentiality when handling employees, clients, visitors, and company information.
• Complete assigned administrative tasks within agreed timelines.