Office Receptionist

Job Summary

The Office Receptionist serves as the first point of contact for visitors, clients, and employees. The role is responsible for managing front desk operations, handling incoming communications, maintaining office records, coordinating administrative support activities, and ensuring a professional and welcoming office environment.

Key Responsibilities

Front Desk Management

• Welcome and assist visitors, clients, and guests professionally.
• Manage the reception area and maintain a clean, organized, and professional appearance.
• Direct visitors to the appropriate departments or personnel.
• Register and track visitor entries when required.

Telephone & Communication Management

• Answer, screen, and forward incoming telephone calls.
• Take accurate messages and ensure timely communication.
• Respond to general inquiries via phone, email, and other communication channels.

Administrative Support

• Assist with document preparation, filing, photocopying, scanning, and record management.
• Maintain physical and electronic filing systems.
• Support HR and Administration departments with routine administrative tasks.
• Coordinate meeting room bookings and visitor arrangements.

Mail & Courier Management

• Receive, sort, and distribute incoming mail and courier packages.
• Coordinate outgoing courier shipments and document dispatches.
• Maintain records of incoming and outgoing correspondence.

Office Coordination

• Monitor office supplies and initiate replenishment requests.
• Coordinate with vendors and service providers for office-related requirements.
• Assist in organizing company meetings, events, and employee activities.

Record Keeping

• Maintain updated contact lists and office directories.
• Ensure confidentiality of company information and documents.
• Support the preparation and maintenance of administrative reports.

Qualifications

Education

• Diploma or Bachelor's Degree in Business Administration, Management, or a related field.

Experience

• 1–3 years of experience as a Receptionist, Front Desk Officer, Administrative Assistant, or similar role.
• Experience in construction, engineering, or corporate environments is preferred.

Required Skills

• Excellent verbal and written communication skills.
• Professional appearance and customer-service orientation.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Ability to maintain confidentiality and professionalism.
• Strong interpersonal and problem-solving skills.