• Warmly greet and welcome visitors in a professional and hospitable manner, creating a positive first impression and ensuring a welcoming environment for all guests.
• Efficiently answer incoming phone calls, promptly addressing inquiries, taking accurate messages, and redirecting calls as necessary to ensure timely and effective communication within the organization.
• Manage incoming and outgoing mail, packages, and deliveries, accurately logging and distributing items to designated recipients to facilitate smooth operations and minimize disruptions.
• Maintain cleanliness and organization of the reception area, including tidying up common areas, arranging seating, and ensuring adequate supplies of reading materials to enhance the overall appearance and functionality of the reception space.
• Schedule appointments and meetings for staff members, coordinating logistics and managing calendars to optimize time management and productivity for both employees and visitors.
• Provide administrative support by assisting with tasks such as data entry, filing, and photocopying, contributing to the efficient operation of the office and supporting colleagues as needed.
• Offer general information and assistance to visitors and employees, addressing inquiries, providing directions, and offering assistance with a courteous and helpful attitude to ensure a positive experience for all.
• High school diploma or equivalent.
• Proven experience in a customer service or receptionist role, demonstrating excellent interpersonal skills and a customer-centric approach.
• Strong communication skills, both verbal and written, with the ability to interact effectively with individuals at all levels.
• Customer Service: Ability to provide exceptional customer service to visitors and callers, ensuring their needs are met promptly and professionally.
• Organization: Proficiency in managing multiple tasks and priorities in a fast-paced environment, maintaining order and efficiency at the reception desk.
• Attention to Detail: Commitment to ensuring accuracy and completeness in reception duties, including message-taking, scheduling, and document management.
• Experience with multi-line phone systems, enabling efficient handling of incoming calls and effective communication management.
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook, facilitating administrative tasks such as scheduling appointments and managing correspondence.