Front Office Receptionist

JOB DESCRIPTION

Key Responsibilities:

Reception and Customer Service:

• Greet visitors, clients, and customers warmly, directing them to the appropriate departments or individuals.
• Answer and direct phone calls, emails, and inquiries in a courteous and professional manner.
• Assist with scheduling meetings, conference calls, and appointments.

Administrative Support:

• Handle administrative duties such as data entry, filing, and maintaining office records.
• Coordinate office supplies, ensure inventory is stocked, and place orders as needed.
• Manage incoming and outgoing mail and deliveries.

Visitor and Client Coordination:

• Schedule and coordinate meetings for executives and other team members.
• Ensure the office environment is clean, organized, and welcoming for visitors.
• Prepare visitor badges, meeting rooms, and any materials for appointments or presentations.

Collaboration:

• Work closely with other teams such as HR, Sales, and Marketing to ensure smooth office operations.
• Support the implementation of new processes or initiatives

Event and Conference Management:

• Assist in organizing and coordinating internal and external events, conferences, or trade shows
• Handle travel arrangements for executives and staff attending industry events.

Document Management:

• Manage and maintain confidential company documents and contracts
• Ensure all data related to customer interactions and office communications is updated and properly archived.

EPABX System Management & Call Handling:

• Monitor the EPABX system to ensure smooth call handling, ensuring no calls are missed or delayed.
• Direct incoming calls to the appropriate departments or personnel based on the nature of the inquiry or urgency.
• Ensure the EPABX system is regularly maintained and troubleshoot any technical issues with the system as needed.
• Assist in setting up conference calls or internal communications through the EPABX system for team collaborations.