Required Receptionist - Kolkata

Position Overview

The Receptionist serves as the first point of contact for visitors, clients, and employees, both in person and over the phone. This role is crucial in providing a professional, welcoming, and efficient front desk experience. A Receptionist is responsible for managing the front office area, handling administrative tasks, coordinating communication, and ensuring a smooth operation of daily front desk activities. Receptionists play an integral part in shaping the initial perception of the organization and are essential in maintaining a positive and organized work environment. The ideal candidate is courteous, efficient, detail-oriented, and able to handle multiple tasks simultaneously with professionalism and poise.

Key Responsibilities

Front Desk Operations

• Greet and welcome visitors with a friendly and professional demeanor.
• Answer, screen, and forward incoming phone calls in a courteous and timely manner.
• Maintain a clean and organized reception area.
• Offer refreshments to guests when appropriate.
• Ensure visitor logs are maintained and security procedures are followed.
• Manage incoming and outgoing mail and deliveries.
• Notify staff of visitor arrivals or deliveries promptly.

Communication and Coordination

• Respond to inquiries from clients, customers, and employees via phone, email, or in person.
• Coordinate with various departments to relay messages and information accurately.
• Maintain up-to-date contact lists and directories.
• Schedule and confirm appointments, meetings, and conference room bookings.
• Provide general information about the company s services or departments as requested.

Administrative Support

• Perform basic clerical duties such as data entry, filing, photocopying, and scanning documents.
• Assist with document preparation, correspondence, and reports as assigned.
• Maintain office supplies inventory and place orders as needed.
• Support other administrative staff with overflow work, including word processing, spreadsheet creation, and presentations.
• Assist with onboarding new employees by preparing welcome packets and organizing workspace setup.

Technology and Office Equipment

• Operate standard office equipment including multi-line phone systems, printers, fax machines, copiers, and scanners.
• Troubleshoot minor technical issues and coordinate with IT support when needed.
• Maintain conference room scheduling software or shared calendars.

Customer Service

• Provide exceptional customer service at all times.
• Handle complaints or direct them to the appropriate department or personnel for resolution.
• Demonstrate sensitivity to diverse cultures, languages, and professional backgrounds.

Required Skills and Qualifications

• High school diploma or equivalent; associate or bachelor 's degree preferred.
• Proven experience in a receptionist, front desk, or customer service role.
• Excellent verbal and written communication skills.
• Strong interpersonal and organizational skills.
• Proficiency in Microsoft Office Su