Receptionist

Receptionist

Role Description

The Receptionist serves as the first point of contact and professional face of the organization. The role is responsible for managing the reception area, welcoming visitors, and providing front-line administrative support to ensure efficient day-to-day office operations.

The Receptionist will manage telephone and email communications, coordinate visitors and meetings, handle correspondence and deliveries, maintain office supplies, and provide administrative assistance to employees as required. The successful candidate must demonstrate excellent customer service, professionalism, discretion, and strong organizational ability.

Responsibilities

Reception and Visitor Management

- Welcome visitors, clients, suppliers, and contractors in a friendly and professional manner.
- Confirm visitor appointments and notify the relevant employee of each visitor’s arrival.
- Ensure all visitors complete required registration and security procedures.
- Issue and collect visitor badges in accordance with company access and security requirements.
- Coordinate visitor access and parking arrangements where required.
- Maintain an organized, professional, and welcoming reception area.
- Ensure visitor health, safety, and security protocols are followed.

Telephone and Email Communication

- Answer incoming telephone calls promptly and professionally.
- Screen, transfer, and direct calls to the appropriate employee or department.
- Take accurate messages and ensure they are communicated promptly.
- Respond to general email enquiries and forward communications to the appropriate department.
- Maintain updated internal contact lists and relevant external contact information.

Administrative Support

- Provide general administrative support to employees as required.
- Schedule appointments, meetings, events, and conference rooms.
- Assist with travel arrangements, including flights, accommodation, and transportation, when requested.
- Prepare, file, scan, copy, and distribute documents.
- Maintain accurate electronic and physical filing systems.
- Perform data entry and update company, supplier, and customer databases.
- Support the preparation of reports, letters, presentations, and other business documents.

Mail, Deliveries, and Courier Services

- Receive, record, and distribute incoming mail, packages, and deliveries.
- Prepare outgoing mail and coordinate courier and shipping services.
- Maintain accurate records of incoming and outgoing correspondence and deliveries.
- Ensure important or confidential documents are delivered securely to the appropriate recipient.

Office and Facilities Coordination

- Monitor office supplies and arrange replenishment when required.
- Oversee the appropriate use and availability of office equipment.
- Report faults and coordinate repairs or maintenance with approved service providers.
- Support vendor relationships relating to office supplies, maintenance, catering, and other administrative services.
- Assist with facilities-related requests and follow up until completion.
- Coordinate food and refreshment deliveries when requested.

Meetings and Events

- Assist with planning and coordinating meetings, conferences, employee events, and special functions.
- Prepare meeting rooms and ensure they are clean, organized, and ready for use.
- Arrange catering, refreshments, and meeting materials.
- Confirm that relevant technical equipment is available and operational.
- Assist with meeting invitations, attendance records, and other logistical arrangements.

Record Keeping and Compliance

- Maintain accurate visitor, telephone, delivery, and access records.
- Protect confidential company, employee, and visitor information.
- Comply with company policies and applicable health, safety, security, and access procedures.
- Report security concerns, hazards, or unusual incidents to the appropriate department immediately.

Requirements

Education

- High school diploma or equivalent.
- Diploma or certification in Office Administration, Business Administration, or Customer Service is advantageous.

Experience

- Previous experience as a Receptionist, Front Desk Administrator, Administrative Assistant, or in a similar customer-facing role.
- Experience in a manufacturing, industrial, or corporate environment is advantageous.
- Experience working in an industrial or regulated environment would be beneficial.

Skills & Competencies

- Proficiency in Microsoft Office, particularly Word, Excel, Outlook, and PowerPoint.
- Ability to use telephone systems, printers, scanners, copiers, and other general office equipment.
- Excellent customer service and interpersonal skills.
- Professional, presentable, and courteous manner.
- Strong verbal and written communication skills.
- Excellent organizational and time-management abilities.
- High level of discretion and confidentiality.
- Ability to multitask and work effectively in a professional environment.