Job Description
The Receptionist will manage the front desk and reception area, provide exceptional service to visitors and callers, and ensure efficient administrative support for the organization.
Duties and Responsibilities:
- Greet and welcome visitors as soon as they arrive at the office and direct them to the appropriate person or department.
- Answer, screen, and forward incoming phone calls while providing accurate information when required.
- Maintain the reception area’s cleanliness and ensure all resources (brochures, informational materials, etc.) are readily available.
- Manage the scheduling of meeting rooms and coordinate with relevant teams to prepare meeting spaces as required.
- Handle incoming and outgoing correspondence, including mail, packages, and deliveries.
- Assist in planning and organizing company events, meetings, and conferences.
- Provide general administrative and clerical support, including data entry, photocopying, filing, and maintaining office records.
- Monitor office supplies and place orders when necessary to ensure efficient functioning of the office.
- Assist with onboarding new employees by preparing workspaces and providing introductory information.
- Handle sensitive information in a confidential manner and uphold the highest standards of professionalism.
- Support HR and finance teams with basic tasks, such as preparing documents and updating personnel or finance records.
Education & Experience
- Diploma in Business Administration/ Management or equivalent; additional certification in Office secretarial or related field is a plus.
- Proven work experience as a Receptionist, Front Office Representative, or similar role.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Hands-on experience with office equipment, such as printers and fax machines.
- Excellent written and verbal communication skills.
- Strong organizational skills and the ability to manage multiple tasks simultaneously.
- Professional attitude and appearance.
- Customer service-oriented with a positive, proactive approach to addressing needs.
- Ability to maintain a high level of integrity and discretion when handling confidential information.
Competencies and Skills Required:
- Strong interpersonal and communication skills.
- High attention to detail and problem-solving abilities.
- Ability to work independently as well as part of a team.
- Ability to prioritize tasks and manage time effectively.
- Discretion and tact in handling sensitive and confidential information.
Personal Attributes Required for Appointment:
- Highly organized and efficient.
- Courteous and professional demeanor.
- Reliable and trustworthy.
- Adaptable to change and able to learn quickly.
- Positive attitude and willingness to take on new challenges
K4,000 TO K4,500