The job of a Receptionist involves managing consumers, visitors, telephone messages and calls in professional and efficient manner. In addition to this, a receptionist has to perform various clerical duties, which support in the presentation and operation of a professional organization. As part of an organization, the receptionist is responsible to assist customers in smooth and efficient manner, to adhere to all protocols in line with an organization goals, strategy, and values. Receptionists are fundamental to various organizations as they present the first and foremost impression of an organization to customers and clients.
Duties and Responsibilities
- Answering telephone, direct, screen calls, taking and relaying messages.
- Providing information to callers, greeting persons entering organization and directing individuals to correct destination.
- Ensuring knowledge of personnel whereabouts and maintaining exact and complete sign-out/sign-in procedures for consumers and on-site staff.
- Dealing with queries or requests from the customers and public.
- Providing general clerical and administrative support to all levels of professionals.
- Scheduling appointments, organizing meetings, maintaining appointment diary either electronically or manually.
- Preparing letters and documents, receiving and sorting out e-mail and deliveries.
- Ensuring that common areas in office premises are equipped with required office supplies as appropriate.
- Monitoring the use of equipment and supplies within the office.
- Coordinating the maintenance and repair of office equipment.
Skills and Specifications
- Knowledge of clerical and administrative procedures.
- Knowledge of consumer service practices and principles.
- Strong keyboard skills.
- Good communication skills and professional personal presentation.
- Ability to manage information of employees.
- Organizing, planning, and customer service orientation
- Great attention to detail and stress tolerance.
- Should be honest, respectful, and trustworthy.
- Should be flexible and possess cultural awareness.
Education and Qualifications
- High school diploma in any field from an accredited institution.
- Degree in any field from a certified college.
- Experience in administrative or clerical activities is an added advantage.
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