Front Desk Receptionist

Key Roles and Responsibilities

• Visitor Management: Greet guests warmly, issue visitor passes or ID badges, and guide them to the appropriate person or meeting room.
• Call and Message Handling: Answer incoming phone calls, screen and redirect inquiries, take accurate messages, and manage outgoing call logs.
• Mail and Correspondence: Sort, track, and distribute incoming letters, couriers, and packages, while preparing and dispatching outgoing mail.
• Administrative Support: Maintain office files, records, visitor logs, and attendance registers. Draft basic memos, emails, and spreadsheets.
• Inventory and Supplies: Track office and pantry stationery levels, raise purchase requests, and restock supplies as needed.
• Scheduling and Coordination: Coordinate meeting room bookings, manage calendars, and assist with event or travel arrangements.
• Customer Service & Query Resolution: Address walk-in or phone queries about company policies, services, or directions, and log any customer complaints.
• Industry-Specific Duties (e.g., Hospitality/Healthcare): Handle check-ins/check-outs, manage reservations in a Property Management System (PMS), issue room keys, or process guest billing and invoices.

Essential Skills Required

• Communication: Clear verbal speaking, active listening, and professional written correspondence via email.
• Interpersonal Skills: A polite, patient, and welcoming demeanor under pressure.
• Organization & Multitasking: Ability to handle multiple phone lines, walk-in guests, and urgent requests simultaneously.
• Technical Proficiency: Familiarity with Microsoft Office (Word, Excel, Outlook) and office hardware like printers, scanners, or specialized software like VelvetJobs or hotel PMS systems.