Receptionist (SI)

Job Title: Receptionist cum Secretary

Department: Admin

Reports to: HR Admin

Employment Type: Full-time

Job Overview:

The Receptionist cum Secretary serves as the first point of contact for the company, providing exceptional front-desk service while also handling a variety of secretarial duties. This role requires excellent organizational skills, a professional demeanor, and the ability to multitask effectively. The ideal candidate will be a proactive, detail-oriented individual capable of managing administrative functions and supporting the company's day-to-day operations.

Key Responsibilities:

Reception Duties:

• Greet and Welcome Visitors: Warmly greet visitors, clients, and employees as they arrive at the office and provide them with necessary assistance.
• Answer and Direct Calls: Manage incoming calls, answer inquiries, and direct calls to appropriate personnel or departments.
• Manage Visitor Log: Ensure all visitors sign in and are provided with visitor badges. Maintain security by following procedures and controlling access.
• Handle Mail and Deliveries: Sort and distribute incoming mail and packages; prepare outgoing mail and coordinate courier services.
• Maintain Reception Area: Keep the reception area tidy and presentable, with all necessary stationery and materials.
  
  
  

Secretarial Duties:

• Schedule Management: Assist in scheduling meetings, appointments, and travel arrangements for senior staff. Maintain calendars and coordinate meeting rooms.
• Document Preparation: Prepare, format, and edit correspondence, reports, presentations, and other documents as needed.
• Data Entry and Filing: Maintain accurate records and filing systems, both electronic and paper-based.
• Assist in Administrative Tasks: Support various administrative tasks, including photocopying, scanning, and ordering office supplies.
• Communication Support: Draft emails, letters, and memos on behalf of management. Manage and respond to routine correspondence.
• Meeting Coordination: Organize and set up meetings, ensuring all necessary materials and equipment are available.
• Handle Confidential Information: Manage sensitive and confidential information with integrity and discretion.
  
  
  

Required Qualifications:

• Education: a degree in Business Administration or a related field is preferred.
• Experience: Previous experience in a receptionist or secretarial role, preferably within a corporate environment.
• Skills:
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking abilities.
• Attention to detail and problem-solving skills.
• Professional appearance and demeanor.
• Ability to handle confidential information with discretion.
• Customer service-oriented attitude.
  
  
  

Preferred Qualifications:

• Experience: Experience with office management software (ERP systems) is a plus.
• Language: Proficiency in English.
• Interpersonal Skills: Ability to interact effectively with people at all levels of the organization.