Receptionist

Receptionist

Job profile

The Receptionist shall be the first point of contact for our customers, suppliers and visitors. The receptionist will have to ensure welcoming experience while managing front-desk operations and supporting administrative tasks.

Main responsibilities

Attending to visitors

• Attend to all visitors and clients in positive and friendly manner
• Meet the Client’s expectations
• Treat all clients with courtesy and be able to calmly deal with conflict management.
• Ensure that staff members are timeously informed when their clients and guests have arrived.

Answering and screening calls

• Answer all telephone calls promptly and professionally
• Direct / transfer callers to appropriate staff members and departments or to their voicemail in the case they are not in the office
• Ensure that messages are thoroughly, correctly taken and are passed to the relevant person in a prompt and efficient manner.

Booking of meeting rooms 

• Manage meeting room bookings through the digital diary and walk-ins/ad hoc requests 
• Ensure that the meeting rooms are properly organised and cleaned accordingly before every meeting commences

Administration and co-ordination for the department

• Keep the telephone list updated and circulate to the organisation on an ongoing basis for ease of reference
• Deal with couriers and deliveries arriving to the Head Office and distribute them accordingly.
• Maintenance of the reception area ensuring that there is no accumulation of parcels.
• Ensure the Reception area is always clean, tidy and stocked with periodicals and company literature

• Any other cognate duties.

Technical and Soft Competencies/Skills, Knowledge

• Strong verbal and written communication skills
• ·       Comfortable to converse in English
• Excellent organizational skills with the ability to multitask effectively
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• A friendly, approachable demeanor with a professional appearance
• Excellent Grooming
• ·       Ability to handle customer inquiries or concerns calmly and efficiently
• Planning Prioritising & Time Management

Experience & Qualifications

• At least 3+ years’ prior experience in a receptionist, front desk, or customer service role is preferred.