Front Desk Receptionist

Key Responsibilities:

1. Customer Service and Visitor Management:

• Greet visitors, clients, and guests in a warm and professional manner upon their arrival.
• Register visitors and issue visitor passes, ensuring adherence to security protocols.
• Direct visitors to the appropriate departments or personnel and ensure they are comfortable while waiting.
• Respond to inquiries and provide information about the company s services, location, or staff.

2. Phone and Email Handling:

• Answer and direct incoming calls on a multi-line phone system with a courteous and professional tone.
• Take messages and forward calls to the appropriate staff members when necessary.
• Handle email correspondence, including scheduling appointments, confirming meetings, and managing general inquiries.
• Provide accurate information to callers regarding company policies, products, or services.

3. Administrative Support:

• Schedule and coordinate appointments, meetings, and conference room bookings for staff and visitors.
• Maintain office calendars, keeping track of scheduled meetings and appointments.
• Handle incoming and outgoing mail and packages, including sorting, distributing, and organizing deliveries.
• Ensure that office supplies (e.g., stationery, printing materials) are well-stocked and organized.

4. Office Maintenance:

• Maintain a clean and professional front desk area and lobby space, ensuring it is welcoming for clients and guests.
• Monitor the office environment for safety, comfort, and cleanliness, reporting any issues to the relevant staff or maintenance teams.
• Help with office setup and event coordination for meetings, conferences, or company events.

5. Data Entry and Record Keeping:

• Maintain and update visitor logs, appointment books, and other administrative records as required.
• Keep accurate and up-to-date records of contacts, visitors, and clients.
• Assist in maintaining employee records and organizing office documentation.

6. Collaboration and Communication:

• Serve as the communication hub between departments, clients, and visitors.
• Collaborate with other administrative staff to ensure smooth operations in the office or facility.
• Work closely with HR or facilities management to maintain employee and guest services.
• Coordinate with the marketing or public relations teams for handling events or special visitor requirements.