Front Office Executive (Female Only)

Job Summary:

As a Receptionist, you will be the first point of contact for visitors, clients, and employees, providing a welcoming and professional atmosphere. Your primary responsibility is to ensure efficient communication and excellent customer service while managing various administrative tasks to support the smooth operation of the organization.

Key Responsibilities:

1. Greeting and Welcoming:

Warmly welcome all visitors, clients, and employees as they enter the premises.

Direct visitors to the appropriate individuals or departments.

Maintain a tidy and organized reception area.

2. Telephone Management:

Answer incoming calls in a polite and professional manner.

Transfer calls to the appropriate staff members or take messages accurately.

Handle inquiries and provide basic information about the organization.

3. Administrative Support:

Perform general administrative tasks, including data entry, photocopying, scanning, and filing.

Assist with scheduling appointments and meetings for staff members.

Manage and distribute incoming and outgoing mail and packages.

4. Customer Service:

Provide excellent customer service to all visitors and callers.

Address inquiries and resolve issues or direct them to the appropriate personnel.

Maintain a courteous and helpful demeanor at all times.

5. Office Equipment and Supplies:

Ensure office equipment such as photocopiers and printers are in working order.

Monitor and order office supplies to ensure availability for staff.

6. Security:

Monitor access to the premises and issue visitor badges as needed.

Follow security procedures and report any suspicious activities or incidents.

7. Record Keeping:

Maintain visitor logs, sign-in sheets, and other records as required.

Keep track of appointments and meetings for reference.

8. Communication:

Relay important messages to staff members promptly and accurately.

Communicate with external vendors or service providers as necessary.

Qualifications:

Any Degree or Diploma.

Proven experience as a receptionist or in a similar role is preferred.

Excellent communication and interpersonal skills.

Strong organizational and multitasking abilities.

Proficiency in using office equipment, including phones, computers, and printers.

Familiarity with office software such as Microsoft Office (Word, Excel, Outlook).

Exceptional customer service and a professional appearance and demeanor.

Ability to handle sensitive information and maintain confidentiality.

Problem-solving skills and a proactive approach to tasks.

Knowledge of basic security procedures is advantageous.

The role of a Receptionist is crucial in creating a positive first impression and maintaining a well-organized office environment.

Successful candidates for this position are not only efficient in administrative tasks but also personable and capable of providing excellent customer service to all who enter the organization.