✨ AI Summary
The Receptionist is responsible for welcoming visitors, answering inquiries, and maintaining security by following procedures and monitoring the logbook. Key responsibilities include serving visitors, answering phone calls, managing mail and deliveries, updating appointment calendars, and performing various clerical duties. The role also involves assisting with OHC requests, processing VIP tags, and maintaining accurate records while ensuring confidentiality and professionalism. The receptionist will also manage office organization, internal communication, and technology use, including operating office equipment and software.
Requirements
The ideal candidate should have 1-3 years of experience in reception or administrative roles, with proficiency in telephone etiquette, customer service, and basic office software like Microsoft Office. A high school diploma or equivalent is required, and additional certifications in office administration or receptionist training are beneficial. Strong communication, organization, and multitasking skills, along with a friendly demeanor, professional appearance, and ability to remain calm under pressure, are essential.
Description
Objective:
- The position is responsible to welcome visitors by greeting them, in person or on the telephone; answering or referring inquiries. Directs visitors by maintaining employee and department directories; giving instruction.
- Maintains security by following procedures; monitoring logbook and issuing visitor badges.
Key Responsibility:
- Serve visitors by greeting, welcoming, directing and announcing them appropriately.
- Answer, screen and forward any incoming phone calls while providing basic information when needed.
- Receive and sort daily mail/deliveries/couriers.
- Maintain security by following procedure and controlling access (monitor logbook, issue visitor badges).
- Update appointment calendars and schedule meetings/appointments.
- Perform other clerical duties such as filing, photocopying, collating, faxing etc.
- Perform other duties (i.e., gate pass application, salary certificate and NOC request).
Record Management
- Assist in OHC requests for designated staffs.
- Maintain accurate records for the OHC requests.
- Processing the VIP Tags (Cancellation and Activation)
- Updating the tracking sheet.
Confidentiality
- Handle sensitive information with discretion and professionalism.
Customer Service
- Handle inquiries and provide accurate information.
- Resolve basic complaints or escalate as needed.
Office Organization
- Maintain a tidy and welcoming reception area.
- Ensure office supplies are stocked and organized.
Internal Communication
- Relay important messages or information to staffs.
- Assist in distributing internal notices or announcements.
Technology Use
- Use office software (e.g., MS Office, booking systems).
- Operate office equipment (e.g., printers, switchboards).
Appointment Scheduling
- Update calendars and schedule meetings or appointments.
- Coordinate meeting room bookings or availability.
Desired Experience:
- The ideal Receptionist should have 1-3 years of experience in reception or administrative roles, preferably in a professional office setting.
- Proficiency in telephone etiquette, customer service, and basic office software (e.g., Microsoft Office).
- High school diploma or equivalent; additional certification in office administration or receptionist training may be beneficial.
- Strong communication, organization, and multitasking skills.
- Friendly demeanor, professional appearance, and ability to remain calm under pressure.