1.Job Summary - The Office Receptionist serves as the first point of contact for visitors, clients, and staff, ensuring a welcoming and professional environment. This role involves managing the front desk, answering inquiries, and providing general administrative support to ensure the smooth operation of the office.

2. Key Accountabilities

1: Front Desk Operation (40%)

 • Greet and welcome visitors and direct them to the appropriate person or department.

 • Ensure compliance with company rules and regulations in the reception area (no food/eating allowed in Reception).

• Maintain a clean, organized, and professional work area, i.e. lobby and reception.

• Coordinate with office maintenance or facilities teams for any required repairs or cleaning.

• Maintain a professional appearance and grooming while on duty.

• Coordinate meeting room bookings and ensure availability of necessary resources including utility assistance.

• Receive visitors by greeting them in person or on the phone, answering or referring inquiries.

• Manage visitor registration and promptly notify employee of visitor arrivals to ensure timely assistance.

• Maintain employee and department directories as a guide for directing visitors. • Maintain visitor logs, as required.

2: Customer Service (20%)

• Address employee and visitor concerns or direct them to the appropriate staff for resolution.

• Provide general information about the organization to clients and visitors.

3: Administrative Support (20%)

• Manage the receipt and distribution of incoming and outgoing mail, packages, and courier deliveries, ensuring they are directed to the appropriate department or employee.

• Assist with scheduling meetings, booking conference rooms, and coordinating appointments.

• Provide administrative support such as filing, photocopying, scanning, and data entry.

• Handle inquiries and requests from clients, vendors, and internal staff courteously and efficiently.

• Handle sensitive information in a confidential manner.

4: Security and Safety Adherence (20%)

• Monitor access to premises and ensure adherence to security protocols.

• Assist in emergency procedures and maintain awareness of safety protocols.

Education:

• Graduate of any 4-year course

Job Related Experience:

• Proven work experience as a receptionist or in a similar role

• Proficiency in Microsoft Office suites such Word, Excel, Outlook

• With experience in using phone systems and scheduling tools

• Professional appearance and attitude

• Ability to handle sensitive information with confidentiality

Required Competencies

• Excellent verbal and written communication skills

• Strong organizational and multitasking abilities

• Strong problem-solving skills to address visitor and client needs

• Prioritizing tasks and ability to perform in a fast-paced work environment

• Punctuality, attention to detail, and maintaining confidentiality are essential

Please refer to job description.