FRONT OFFICE/RECEPTIONIST

DUTIES AND RESPONSIBILITIES

Reception and Visitor Management:

• Greet and welcome all visitors in a professional, courteous, and friendly manner.
• Ensure visitors are signed in, provide visitor badges, and inform the appropriate staff of their arrival.
• Answer general inquiries from clients, customers, and guests in person, by phone, or via email.
• Maintain the reception area to ensure it is clean, organized, and presentable at all times.

Call Handling and Telephone Etiquette:

• Answer incoming calls promptly, directing them to the appropriate department or individual.
• Take messages for staff members and ensure they are delivered accurately and in a timely manner.
• Maintain professional telephone etiquette, ensuring calls are handled with courtesy and respect.
• Screen calls, filter unnecessary calls, and manage call logs efficiently.

 Administrative Support:

• Perform general clerical duties including filing, photocopying, scanning, and faxing.
• Manage office correspondence such as sorting and distributing mail, emails, and packages.
• Assist with scheduling meetings, appointments, and conference room bookings.
• Prepare and maintain accurate records, schedules, and reports as required.
• Order and maintain office supplies and ensure that they are well-stocked.

Appointment and Meeting Coordination:

• Schedule and confirm appointments for staff members and ensure that meeting rooms are prepared.
• Set up and manage appointments, ensuring there are no scheduling conflicts.
• Coordinate logistics for meetings, including preparing refreshments, and ensuring the availability of required materials or equipment.

 Social Media and Online Presence:

• Assist with the management of the company’s social media accounts by posting relevant content, responding to inquiries, and updating information.
• Monitor the company’s social media channels for engagement and feedback.
• Contribute to the creation of engaging content for the company's online platforms, ensuring a consistent brand voice.

Customer Service and Client Interaction:

• Provide excellent customer service by addressing inquiries, resolving complaints, and ensuring overall satisfaction.
• Maintain professional relationships with clients and customers, ensuring a high standard of service is delivered.
• Assist in providing information to clients about company products, services, and policies.

Security and Safety:

• Ensure the security of the office by monitoring the access of visitors and ensuring that they are properly signed in and escorted as necessary.
• Handle emergency situations in the front office, ensuring that safety protocols are followed.

  Data Management and Reporting:

• Assist in maintaining and organizing important records and files.
• Assist in tracking office expenses, ensuring that office supplies and utilities are managed efficiently.
• Provide monthly reports on reception activities, including call logs, visitor logs, and supply usage.

KEY REQUIREMENT SKILLS AND QUALIFICATION

• Degree or Diploma in any field
• Minimum of 2 years of experience as a receptionist or in a front office role.
• Excellent communication skills, both verbal and written.
• Basic knowledge of social media platforms is required.
• Professional telephone etiquette and customer service skills.

HOW TO APPLY

• If you meet the above qualifications, skills and experience press the Apply button.
• Interviews will be carried out on a rolling basis until the position is filled.
• Only the shortlisted candidates will be contacted.

APPLY