Receptionist

Key Responsibilities:

• Front Desk Management: Greet and welcome visitors, clients, and employees with a professional and friendly demeanor. Direct them to appropriate personnel or departments.
• Phone & Email Management: Answer and direct incoming phone calls and emails to the appropriate team members. Take messages when necessary and ensure timely follow-up.
• Office Administration: Maintain the cleanliness and organization of the reception area. Ensure office supplies are stocked and notify management when replenishment is needed.
• Scheduling & Appointments: Manage meeting room bookings, and coordinate internal and external meetings for staff members, ensuring rooms are set up and prepared as needed.
• Visitor Management: Maintain a visitor log and ensure that all visitors sign in according to company protocols, issuing visitor badges when necessary.
• Support IT Team: Assist the IT team and other departments with administrative tasks such as coordinating tech setups for meetings, maintaining inventory of IT equipment, and providing basic assistance with software or system inquiries.
• Document Management: Handle incoming and outgoing mail, parcels, and deliveries. Maintain and organize office documentation and files, ensuring that confidential documents are stored securely.
• Communication & Coordination: Serve as a liaison between different departments, IT staff, and external stakeholders, facilitating smooth communication within the company.
• Event Coordination Support: Assist in organizing company events, such as meetings, training sessions, and team-building activities, ensuring that all logistical details are managed.
• Client Support: Provide basic assistance to clients or customers when they visit the office, ensuring their needs are met and maintaining a professional, customer-friendly environment.
• Miscellaneous Tasks: Perform other administrative and support tasks as required by management or team leaders.

Requirements:

• Education: Any degree, additional certifications or training in office administration or customer service is a plus.
• Experience: Previous experience as a receptionist, front desk coordinator, or in an administrative support role, preferably in a professional or tech-related environment.
• Technical Skills:
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace (Docs, Sheets, Calendar).
  • Familiarity with office equipment (e.g., printers, scanners, fax machines) and phone systems.
  • Basic knowledge of IT terminology or systems is a plus but not required.
• Soft Skills:
  • Excellent communication skills, both verbal and written, with a friendly, approachable demeanor.
  • Strong organizational skills and ability to multitask in a fast-paced environment.
  • Attention to detail and accuracy in administrative tasks.
  • Ability to maintain confidentiality and handle sensitive information appropriately.
  • Strong interpersonal skills to work effectively with employees, clients, and visitors.

Preferred Qualifications:

• Experience in an IT or tech-related environment.
• Knowledge of scheduling tools or office management software.
• Basic troubleshooting skills or familiarity with technical support tasks is a plus.