Required Receptionist - Chennai

Key Responsibilities:

Front Desk Management:

• Greet and welcome guests, clients, and staff in a warm, courteous, and professional manner.
• Ensure the reception area is clean, organized, and presentable at all times.
• Manage visitor check-in procedures, issue visitor badges, and notify staff of guest arrivals.
• Offer refreshments to guests as appropriate and direct them to the appropriate waiting areas or meeting rooms.

Telephone and Communication Handling:

• Answer, screen, and forward incoming phone calls to the relevant departments or staff.
• Take detailed messages when necessary and ensure timely communication of information.
• Respond to general inquiries via phone, email, or in-person and provide accurate information regarding company services or policies.

Mail and Courier Services:

• Receive, sort, and distribute incoming mail and packages.
• Prepare and manage outgoing mail and courier deliveries, ensuring accuracy and timely dispatch.
• Maintain logs for incoming and outgoing correspondence as per office protocol.

Scheduling and Appointments:

• Manage and coordinate the appointment calendar for meetings, interviews, and room bookings.
• Schedule and confirm appointments with internal staff and external visitors as requested.

Administrative Support:

• Perform general administrative tasks including photocopying, scanning, filing, and data entry.
• Maintain office supply inventory and place orders when necessary.
• Provide support to other departments with clerical tasks as needed.

Record Keeping and Documentation:

• Maintain accurate logs of visitors, calls, and inquiries.
• Update contact lists, directories, and company communication boards regularly.
• Assist with preparing and organizing documents, reports, and meeting materials.

Security and Access Control:

• Monitor visitor access and maintain security awareness.
• Ensure that all guests comply with sign-in procedures and safety policies.
• Liaise with building management or security in case of emergencies or safety concerns.