Job Description – Receptionist

The Receptionist is responsible for managing the front desk, welcoming visitors, handling incoming calls, and providing administrative support to ensure the smooth day-to-day operation of the office. The Receptionist represents the company by maintaining a professional and friendly environment for clients, visitors, and employees.

Key Responsibilities
Greet and welcome visitors, clients, and employees in a professional manner.
Answer, screen, and direct incoming telephone calls.
Receive, sort, and distribute incoming mail, courier packages, and documents.
Maintain the reception area in a clean, organised, and presentable condition.
Manage visitor registration and issue visitor passes when required.
Schedule appointments and meeting room bookings.
Coordinate with different departments regarding visitors and deliveries.
Maintain office records, filing systems, and administrative documents.
Assist with data entry, photocopying, scanning, and document preparation.
Monitor office supplies and coordinate replenishment when necessary.
Support HR and Administration with clerical and administrative tasks.
Maintain confidentiality of company information and employee records.
Follow company policies, procedures, and safety regulations.
Perform any other duties assigned by management.
Qualifications
High School Diploma or Bachelor's Degree in Business Administration or a related field (preferred).
Minimum 1–2 years of experience as a Receptionist, Front Desk Officer, or Administrative Assistant.
Experience in Facility Management, Operations & Maintenance, or a corporate environment is an advantage.
Skills & Competencies
Excellent verbal and written communication skills.
Professional appearance and positive attitude.
Strong customer service and interpersonal skills.
Proficiency in Microsoft Office (Word, Excel, Outlook).
Good organisational and time management skills.
Ability to handle multiple tasks and work under pressure.
Basic knowledge of office equipment such as printers, scanners, and telephone systems.
Strong attention to detail and accuracy.
Ability to maintain confidentiality.
Working Conditions
Office-based position.
Standard working hours as per company policy.
May require occasional overtime based on business requirements.
Key Performance Indicators (KPIs)
Professional handling of visitors and telephone calls.
Response time to enquiries and requests.
Accuracy in administrative documentation.
Timely coordination of meetings and visitor management.
Office reception maintained in a clean and professional condition.
Positive feedback from visitors and internal departments.