1. JOB PURPOSE
The Receptionist will be responsible for managing the front office and reception area, ensuring a professional and welcoming experience for visitors, clients, employees, and other stakeholders. The role will also provide administrative support, coordinate communication, maintain accurate records, and support the smooth day-to-day operations of the office.
2. KEY RESPONSIBILITIES
A. Reception and Front Office Management
- Manning the reception desk and ensuring it is attended during working hours.
- Welcoming and assisting visitors, clients, candidates, and other stakeholders in a professional and courteous manner.
- Receiving, screening, and directing incoming calls to the appropriate departments or employees.
- Receiving and directing visitors while ensuring adherence to company access and security procedures.
- Maintaining an accurate visitor register and ensuring all visitors are appropriately received and attended to.
- Receiving, sorting, and distributing incoming mail, courier deliveries, and other correspondence.
- Coordinating outgoing mail and courier services where required.
- Maintaining a clean, organized, and professional reception area.
- Responding to general inquiries and directing requests to the appropriate departments.
B. Attendance and Administrative Support
- Preparing and maintaining daily staff attendance records.
- Sharing attendance reports with the relevant departments/HR within the required timelines.
- Supporting the identification and reporting of late arrivals, early departures, and unexplained absences.
- Maintaining accurate administrative records and filing documents appropriately.
- Assisting with the preparation, printing, scanning, photocopying, and distribution of documents.
- Supporting the scheduling and coordination of meetings, interviews, appointments, and visitors.
- Assisting with meeting room bookings and ensuring meeting areas are prepared as required.
- Supporting general office administration and coordination of day-to-day office requirements.
C. Communication and Coordination
- Handling telephone and general reception inquiries professionally and efficiently.
- Taking and relaying accurate messages to employees and departments.
- Coordinating communication between visitors and the relevant employees.
- Maintaining professional communication with clients, service providers, candidates, and other stakeholders.
- Escalating urgent or sensitive matters to the appropriate person promptly.
D. Office Support
- Monitoring reception and general office supplies and notifying the relevant person when replenishment is required.
- Supporting the coordination of office maintenance, repairs, cleaning, and other facilities-related matters.
- Assisting with the coordination of staff identification/access cards and visitor access where applicable.
- Supporting the organization of staff meetings, events, training sessions, and other office activities.
- Maintaining confidentiality of company, employee, client, and visitor information.
- Ensuring compliance with company policies, procedures, and office protocols.
E. Additional Responsibilities
- Providing administrative support to the HR, Administration, and Operations teams as required.
- Assisting with recruitment activities, including receiving candidates, maintaining interview schedules, and directing candidates to the appropriate interview areas.
- Maintaining professionalism and a high standard of customer service at all times.
- Identifying administrative gaps and escalating them to the relevant supervisor.
- Performing any other duties and responsibilities that may reasonably be assigned by management from time to time.
3. QUALIFICATIONS AND EXPERIENCE
- Diploma or Degree in Business Administration, Office Administration, Business Management, or a related field.
- Minimum of one (1) year of relevant experience in reception, front office, and/or office administration duties.
- Proficiency in Microsoft Office applications, including Word, Excel, and Outlook/email.
- Good written and verbal communication skills.
- Strong organizational and administrative skills.
- Good interpersonal and customer service skills.
- Ability to maintain confidentiality and handle information professionally.
- Ability to multitask, prioritize, and work effectively in a busy office environment.
- Professional, presentable, courteous, and approachable.
- Strong attention to detail and ability to maintain accurate records.
4. KEY COMPETENCIES
- Excellent communication and interpersonal skills.
- Customer service orientation.
- Professionalism and courtesy.
- Organization and time management.
- Attention to detail.
- Confidentiality and discretion.
- Teamwork and collaboration.
- Problem-solving skills.
- Ability to work under pressure and manage multiple tasks.
- Proficiency in office administration and record keeping.
5. PERFORMANCE EXPECTATIONS
The successful candidate will be expected to:
- Maintain a professional and well-managed reception area.
- Ensure visitors, calls, and correspondence are handled promptly and professionally.
- Maintain accurate and timely staff attendance records.
- Provide reliable administrative support to the organization.
- Demonstrate professionalism and confidentiality when handling employees, clients, visitors, and company information.
- Complete assigned administrative tasks within agreed timelines.