Job Description

As a Receptionist, you are the first point of contact for our organization. You play a crucial role in creating a positive and welcoming environment for visitors, clients, and employees. Your responsibilities include managing incoming calls, greeting guests, handling administrative tasks, and providing general support to various departments. This role requires excellent communication skills, a friendly demeanor, and strong organizational abilities.

Duties and Responsibilities

1. Front Desk Operations:

-Greet and welcome visitors with a friendly and professional demeanor.
-Answer and route incoming calls to the appropriate personnel or department.
-Maintain a tidy and organized front desk area.

2.Visitor Assistance:

-Register and announce visitors, ensuring they are directed to the correct person or department.
-Provide information about the organization and its services to visitors.

3. Communication Handling:

-Manage incoming and outgoing mail, emails, and faxes.
-Relay messages accurately and promptly to the intended recipients.

4. Administrative Support:

-Assist with administrative tasks such as photocopying, filing, and data entry.
-Coordinate and schedule appointments, meetings, and conference room reservations.

5. Security and Access Control:

-Monitor and manage access to the premises, ensuring security protocols are followed.
-Issue visitor badges and maintain visitor logs.

6. Phone System Operation:

-Operate and manage the office phone system, transferring calls and taking messages as needed.
-Provide basic information to callers and assist with inquiries.

7.Office Supplies Management:

-Monitor and replenish office supplies as needed.
-Coordinate with the administrative team for supply orders.

8. Team Collaboration:

-Collaborate with various departments to facilitate smooth office operations.
-Assist with special projects and tasks as assigned.

9. Emergency Response:

-Follow established procedures in case of emergencies, including notifying appropriate personnel and authorities.

10. Customer Service:

-Provide excellent customer service to both internal and external stakeholders.
-Address inquiries and direct individuals to the appropriate resources.

11. Time Management:

-Manage multiple tasks efficiently, prioritize responsibilities, and meet deadlines.
Qualifications:

Qualifications and Experience

Qualifications:

1. Education:

Any suitable qualification

2.Experience:

Previous experience in a receptionist or customer service role is an asset but not mandatory.

3. Communication Skills:

-Excellent verbal and written communication skills.
-Ability to communicate effectively with a diverse audience.

3. Customer Service Orientation:

Friendly and approachable demeanor with a strong customer service orientation.

4. Organizational Skills:

Strong organizational and multitasking abilities.

5. Tech Proficiency:

Basic proficiency with office equipment and computer applications (e.g., MS Office).

6. Professionalism:

Maintain a professional appearance and conduct.

7. Adaptability:

Ability to adapt to changing priorities and handle unexpected situations.

8. Confidentiality:

Ability to handle sensitive information with discretion.

How to Apply

You can send your application letter and CV to [email protected] on or before 28 February 2024.