Receptionist

Job Description

Role Purpose

The Receptionist serves as the first point of contact for visitors, clients, candidates, and employees. The role is responsible for providing a professional and welcoming front-of-house experience while supporting the smooth day-to-day operation of the office through administrative and coordination activities.

Key Responsibilities

Front Desk & Visitor Management

• Greet and welcome visitors, guests, and clients in a professional and courteous manner.
• Manage visitor sign-in procedures and ensure compliance with building security and visitor protocols.
• Notify employees of visitor arrivals and coordinate meeting room access as required.
• Maintain a clean, organized, and professional reception area at all times.

Phone & Communications Management

• Answer, screen, and route incoming telephone calls efficiently.
• Take accurate messages and ensure timely communication to relevant employees.
• Respond to general inquiries and direct requests to the appropriate departments.
• Manage shared reception email inboxes where applicable.

Administrative Support

• Provide general administrative support to various departments.
• Assist with document preparation, filing, scanning, photocopying, and record management.
• Support coordination of meetings, appointments, and office events.
• Maintain office directories, contact lists, and reception records.

Office Coordination

• Monitor meeting room bookings and ensure meeting facilities are prepared.
• Coordinate courier services, mail distribution, and package deliveries.
• Assist with office supply inventory tracking and replenishment requests.
• Liaise with building management, vendors, and service providers on routine matters.

Candidate & Client Experience

• Welcome interview candidates and external stakeholders professionally.
• Coordinate interview logistics with Talent Acquisition and hiring teams when required.
• Ensure a positive visitor and client experience consistent with the organization’s values and standards.

Compliance & Confidentiality

• Maintain confidentiality of sensitive company, employee, and visitor information.
• Adhere to company policies, health and safety requirements, and security procedures.
• Support emergency response and evacuation procedures as directed.

Qualifications

Education

• Diploma, Bachelor’s degree, or equivalent qualification preferred.

Experience

• 2-5 years of experience in a receptionist, front desk, customer service, or administrative support role.
• Experience within a corporate, financial services, investment, professional services, or multinational environment is advantageous.

Behavioral Competencies

• Professional appearance and demeanor.
• Excellent verbal and written communication skills.
• Strong customer service orientation.
• Excellent interpersonal and relationship-building abilities.
• Ability to manage multiple priorities and work effectively under pressure.
• Strong attention to detail and organizational skills.
• High level of discretion and confidentiality.
• Positive attitude with a proactive approach to problem-solving.