Job Description

Job Skills / Requirements

The Receptionist serves as the primary point of contact for visitors and callers, ensuring a welcoming and professional experience. This role is responsible for managing front desk operations, providing essential administrative support across the organization, and contributing to the overall efficiency of daily clerical tasks. By maintaining a professional and organized reception area, the Receptionist plays a critical role in representing the company positively and facilitating seamless communication within the organization.

Primary Responsibilities

· Warmly greets and welcomes visitors in a professional and friendly manner; ensures sign-in procedures are followed.

· Answers, screens, and routes incoming calls; provides general information or refers inquiries to the appropriate individual or department.

· Manages the receipt, sorting, and distribution of daily mail, packages, and deliveries.

· Maintains the reception area, conference rooms, and common areas in a clean and organized manner.

· Schedules and coordinates conference room bookings and appointments as needed.

· Provides basic administrative support including data entry, file management, and record keeping.

· Monitors and maintains office supplies inventory, places orders when necessary.

· Assist with internal communications such as distributing memos, emails, and event announcements.

· Coordinates and oversees the distribution of staff birthday and holiday cards; floral arrangements, and other acknowledgments for special occasions.

· Supports the planning and coordination of office events and meetings.

· Maintains confidentiality and handles sensitive information with discretion.

· *Other duties as assigned (see Disclaimer).

Secondary Responsibilities

· Assist corporate staff in other departments as needed.

Key Performance Factors

Attendance and Dependability: The employee is expected to consistently report to work on time, maintain reliable attendance, and fulfill all responsibilities with accuracy and efficiency. Demonstrating a strong commitment to dependability, ensures seamless operations and contributes to overall team productivity.

Professional Relationships: The employee fosters positive and collaborative relationships by maintaining a courteous, professional, and service-oriented approach in all interactions. This includes engaging respectfully with colleagues, clients, and external stakeholders while contributing to a supportive and welcoming work environment.

Customer Service Excellence: Providing a welcoming and professional experience for visitors and callers.

Communication Skills: Clear and effective verbal and written communication with clients, colleagues, and vendors.

Multitasking Ability: Managing multiple responsibilities simultaneously, such as answering calls while assisting visitors.

Organization & Time Management: Keeping schedules, appointments, and administrative tasks well-organized.

Attention to Detail: Ensuring accuracy in messages, scheduling, and document handling.

Problem-Solving Skills: Addressing visitor concerns and resolving minor issues efficiently.

Confidentiality & Discretion: Handling sensitive information with professionalism and care.

Technical Proficiency: Familiarity with office software, phone systems, and administrative tools.

Professionalism & Appearance: Maintaining a polished demeanor and representing the company positively.

Adaptability & Initiative: Adjusting to changing priorities and proactively assisting where needed.

Education Requirements (All)

High School Diploma/GED