Job Description
1. Visitor & Guest Management\n\nWelcoming & Greeting: Greeting guests, clients, and vendors warmly as they arrive, determining the purpose of their visit, and directing them to the appropriate person or department.\n\nVisitor Logs: Maintaining an accurate, up-to-date digital or physical guest logbook to ensure security and compliance.\n\nHospitality: Offering refreshments to waiting clients and ensuring the reception area remains tidy, presentable, and well-organized.\n\n2. Communication & Switchboard Operations\n\nCall Routing: Answering incoming phone calls promptly, screening them, and transferring them to the correct extension.\n\nMessage Taking: Recording accurate messages when staff members are unavailable and ensuring they are delivered promptly via email or chat.\n\nInquiry Handling: Responding to basic inquiries about the company's services, location, hours of operation, and general information.\n\n3. Administrative & Clerical Support\n\nMail & Courier Handling: Sorting, logging, and distributing incoming mail, packages, and deliveries. Preparing and scheduling outgoing shipments.\n\nMeeting Room Coordination: Managing the calendar and booking schedules for conference rooms, ensuring there are no scheduling conflicts.\n\nData Entry & Filing: Assisting with basic data entry, maintaining updated contact lists (clients, vendors, employees), and filing physical or digital documents.\n\nOffice Supplies: Monitoring inventory levels of reception and pantry supplies, and placing orders when stocks are low.\n\n4. Security & Safety Compliance\n\nAccess Control: Monitoring the entrance, issuing visitor badges, and ensuring unauthorized individuals do not enter the secure areas of the building.\n\nEmergency Liaison: Acting as a central point of contact during emergencies, guiding visitors during evacuations, and contacting emergency services if necessary.
