Receptionist

Job Description

Job summary
To serve as the first point of contact for the Company by managing the front office, welcoming visitors, handling
incoming calls, and supporting administrative communication flow. The Receptionist ensures a professional
and hospitable front-desk experience for employees, clients, and guests while maintaining effective
coordination of office communication, visitor management, and documentation. This role plays a key part in
projecting the Company’s image and ensuring smooth day-to-day office operations in line with service
excellence and corporate standards.
Roles and responsibilities
1. Front Office Management
• Greet and welcome visitors warmly, ensuring a positive and professional first impression of the
Company.
• Manage the reception desk, ensuring cleanliness, orderliness, and readiness for visitors.
• Maintain visitor registers, issue badges, and coordinate with security for access control and escorting
procedures.
• Ensure compliance with visitor protocols, including sign-in/out, identification checks, and safety
briefing where required.
• Handle incoming and outgoing mail, courier services, and deliveries.
2. Communication & Correspondence
• Answer, screen, and direct incoming phone calls promptly and courteously.
• Take accurate messages and relay them to appropriate staff members in a timely manner.
• Manage the general company email and telephone inquiries, ensuring professional communication
standards.
• Support preparation and dispatch of outgoing letters, parcels, and notices.
• Coordinate with Administration and HR teams on internal notices, announcements, and schedules.
3. Visitor & Client Support
• Provide accurate information and directions to visitors and callers regarding departments or contacts.
• Liaise with relevant departments to ensure visitors are attended to promptly.
• Assist with scheduling and coordination of meeting rooms for staff and guests.
• Maintain a welcoming atmosphere aligned with Company values and culture.
4. Administrative Support
• Support administrative activities such as filing, photocopying, scanning, and basic data entry.
• Maintain an updated directory of staff contacts, extensions, and departmental responsibilities.
• Assist with inventory and replenishment of front-office supplies (stationery, visitor forms,
refreshments).
• Support event and meeting logistics, preparing rooms, refreshments, and visitor materials.
• Support HR and Admin teams in onboarding new staff and orienting them to the office environment.
5. Records & Reporting
• Maintain and update visitor logs, call records, and front-office correspondence registers.
• Compile weekly summaries of front-office activities, issues, and recommendations.
• Report promptly any suspicious activities, security concerns, or facility malfunctions to the
Administration Manager.
6. Safety, Security & Professional Conduct
• Ensure adherence to workplace safety, health, and security policies.
• Coordinate with security staff to enforce access procedures and emergency protocols.
• Maintain confidentiality of information received through calls, visitors, and correspondence.
• Uphold professional dress code, demeanor, and communication standards at all times.