Receptionist / Front Office Executive

Job Description (JD) – Receptionist

Job Title Receptionist

DepartmentAdministration / Front Office

Reports ToAdministration Manager / Office Manager

Job Summary

The Receptionist is responsible for managing the front desk, welcoming visitors, handling incoming calls, and providing administrative support to ensure smooth day-to-day office operations. The role requires excellent communication, organizational, and customer service skills.

Key Responsibilities

• Greet and welcome visitors in a professional and courteous manner.
• Answer, screen, and forward incoming phone calls.
• Maintain the reception area to ensure it is clean and presentable.
• Manage visitor logs, issue visitor passes, and notify employees of visitor arrivals.
• Receive, sort, and distribute incoming mail, packages, and courier deliveries.
• Schedule appointments and meeting room bookings.
• Maintain office supplies and coordinate replenishment when required.
• Assist with travel arrangements, courier services, and administrative tasks.
• Handle basic inquiries from clients, vendors, and employees.
• Maintain records, filing systems, and databases.
• Support HR and Administration with documentation and employee onboarding activities.
• Ensure confidentiality of company information and visitor records.
• QualificationsHigh school diploma or bachelor's degree in any discipline.
• 1–3 years of experience as a receptionist or in a front office/customer service role.
• Freshers with excellent communication skills may also apply.
• Required SkillsExcellent verbal and written communication.
• Strong interpersonal and customer service skills.
• Proficiency in MS Office (Word, Excel, Outlook).
• Good organizational and multitasking abilities.
• Professional appearance and positive attitude.
• Ability to work independently and as part of a team.
• Preferred SkillsKnowledge of office administration procedures.
• Experience with telephone systems and visitor management software.
• Basic knowledge of document management and record keeping.
• Working ConditionsFull-time, office-based role.
• Standard working hours with flexibility as required.

Key Performance Indicators (KPIs)

• Timely and professional handling of calls and visitors.
• Visitor satisfaction.
• Accuracy in maintaining records and documentation.
• Efficient coordination of meetings and office support activities.
• Prompt handling of correspondence and administrative requests.