Receptionist

 

Description:

Greet and welcome visitors in a professional and friendly manner.

Answer and direct incoming calls to appropriate departments or individuals.

Maintain a welcoming and organized reception area.

Manage visitor logs and issue visitor passes if required.

Schedule and coordinate meetings, appointments, and conference room bookings.

Handle mail, courier services, and deliveries.

Maintain office records and update logs.

Assist with basic data entry, record-keeping, and file management.

Respond to inquiries from visitors or callers and provide accurate information about the organization.

Resolve minor issues and escalate more complex queries to the appropriate team or manager.

Maintain the cleanliness and organization of the reception area.

Monitor and manage office supplies, ensuring availability for daily operations.

Coordinate with facility management for repairs or maintenance when needed.

 

Manage the Director’s schedule, including arranging meetings, appointments, and events.

Prepare and organize documents, presentations, and reports for meetings.

Take notes and minutes during meetings, ensuring follow-up on action items.

Act as the primary point of contact for internal and external communications on behalf of the Director.

Screen and prioritize emails, phone calls, and correspondence.

Draft and respond to communications as directed by the Director.

Organize domestic and international travel arrangements, including flights, accommodations, visas, and itineraries.

Anticipate and resolve travel-related issues efficiently.

Prioritize tasks and provide reminders to ensure deadlines are met.

Handle personal errands and tasks for the Director as needed.

Maintain a clear understanding of the Director’s priorities and objectives.

 

Additional Scope :

Assist in organizing company Project activities.

Assist in organizing events, meetings, or company activities.

Support other departments with onboarding and administrative tasks.

Support strategic projects and initiatives assigned by the Director.

Conduct research and provide insights on industry trends, competitors, or key opportunities.

 

Skills and Competencies Required:

Exceptional organizational and time-management skills.

Strong written and verbal communication abilities.

Proficiency in office software (e.g., MS Office, scheduling tools).

Discretion and the ability to handle confidential information.

Professional demeanor and interpersonal skills.

Organizational skills and the ability to multitask.

Professional appearance and demeanor.