Receptionist

Purpose of the Job

To serve as the first point of contact for the company, providing professional, courteous, and efficient reception and administrative support to ensure a positive impression on visitors, clients and staff.

Job Accountabilities/Key Responsibilities

• Greet and welcome visitors, clients and staff in a professional and friendly manner.
• Answer, screen and direct incoming telephone calls efficiently.
• Manage visitors and notify relevant staff of arrivals.
• Schedule, coordinate and manage meeting room bookings and appointments.
• Handle incoming and outgoing mail and issuance of cheque to suppliers.
• Perform general administrative tasks including, collection of documents as advised, photocopying, scanning, data collection and entry.
• Maintain a clean, tidy and professional reception area at all times.
• Filing Jojo, FTA & Polyplay leave forms when required to and in an alphabetic manner
• Provide accurate information and assistance to internal and external stakeholders.
• Support the HR and marketing team as required e.g. Making quotations as guided by marketing staff, assisting in company event deco’s.
• Assisting staff in getting accessories to ensure compliance when there are organized company events
• Assisting messengers in attaining signatures on documents and collection of cheques.
• Assisting in communication convergence forums e.g. Briefing staff on the Newsletter as shared, putting up Newsletter on the notice board.
• Handling, timely escalating and maintaining data on customer complaints as well assisting sending of Technicians to clients in liaison with the Customer Service Assistant. Updating report of handled customer concerns in liaison with the CSA.
• Attending to customer queries and escalating when need be
• Orientation of new staff in the company.

Person Specification

Education & Experience

• Diploma in Business Administration, Secretarial Studies, or related field.
• Minimum 1–2 years of experience in a busy reception or front office role.

Skills & Competencies

• Excellent verbal and written communication skills.
• Professional telephone etiquette and strong interpersonal skills.
• Good organizational and multitasking abilities.
• Pleasant personality with a customer-service orientation.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Ability to remain calm and polite under pressure.
• High level of confidentiality and integrity.

Desired Attributes

• Smart, well-groomed and presentable appearance.
• Proactive, reliable and flexible.
• Ability to work independently with minimal supervision.

Key Interactions

Internal:  CEO, Group staff, All departments and staff

External: Clients, visitors, suppliers and service providers

Direct Reports: (As directed)