Receptionist

Job Summary

The Receptionist reports to the CEO & Group Vice President and is responsible for managing the front desk; providing support to ensure facilities & services are provided in an effective and efficient manner. As front of the organizational support, the Receptionist must always demonstrate a high level of security awareness and have knowledge of emergency evacuation procedures.

Responsibilities

• Welcome visitors/people entering the organization and direct them to the correct employee for assisting.
• Give administrative assistance to the Group CEO and Group Vice President
• Handle personal shipments on behalf of management.
• Answering or referring inquiries on the telephone to the right channel.
• Direct visitors by maintaining employee and department directories.
• Maintain security by following procedures and noting down the visitors' details.
• Develops and maintains office forms and procedures and assists with administrative tasks.
• Notify staff for waiting visitors and see such visitors to the meeting room.
• Ensure the Reception Area is always tidy.
• Notify the procurement team of deliveries when need be.
• Send emails and faxes, arrange appointments and schedule appointment calendars.
• Field questions, in person and by telephone
• Respond to inquiries from employees, citizens and others and refers to the appropriate person, official or department.
• Maintain a high level of dress code and be presentable.
• Take and relay messages to all the employees in the office.
• List all the incoming and the outgoing calls & forward these calls to the concern person immediately;
• Provide general administrative and clerical support to all the employees and provide guidance in case it`s related to other departments.
• Deal with queries from the public and customers regarding the company.
• Ensure knowledge of staff movements in and out of the organization.
• Monitor visitor access and maintain security awareness.
• Prepare correspondence and documents as required from each HOD after getting the approvals and make sure of correct formalities.
• Receive and sort mail and deliveries from various external sources and sort it correctly to each concerned employee or department.
• Schedule appointments on MS 365 calendar and make sure of no conflicts.
• When necessary or requested, attend meetings to take the minutes of meetings and summarize it then send it to the concerned staff.
• Attending all MS Teams meetings for online recording.
• Ordering stationery, pantry items, office miscellaneous as required.
• Creating Power point presentation as requested by management or departments.
• Monitor the activity and the adherence of the Office cleaner.
• Keep the CEO updated on the Sales Department activities.
• Assist CEO in all the requests (sending and checking emails, calling clients, arranging appointments etc).
• Assist and help the sales team (not to do their duty and responsibility) but by:
• Giving them all the documents to send to the client, especially when we have new staff.
• Helping them in arranging meetings with customers.
• Pick up the telephone calls of the Sales Department if nobody is available to take it.
• Keep the quotations file updated.
• In case of any new sales consultant join the team, orientation with the sales department's policy and what is the procedure to follow.
• Analyze all the contracts, non- disclosure agreements and other relevant annexures concerning to existing or probable customers, vendors and reseller excluding company legal licenses or certification related documents.
• Update documentation officer for every correspondence may require in conduction of above-mentioned process.
• Any other work assigned by the CEO/Line Manager.
  
  

Skills

• Strong knowledge of MS 365 including Word, Excel and PowerPoint presentation
• Good time management and planning skills.
• Good interpersonal and presentation skills
• Excellent written and verbal communication skills are essential.
• Able to meet multiple project deadlines and demonstrate good
• Attention to detail.
• Able to demonstrate an understanding of the needs of the customer.
• Able to work individually as well as part of a team.
• Ability to meet deadlines with minimal supervision.
• Must be a team player.
• Strong dedication to customer service.
  
  

Minimum Educational Qualification

Diploma or Bachelors