Job Purpose
- The Receptionist is responsible for managing front desk operations, handling communication systems, and ensuring a professional and welcoming environment for visitors and callers. The role also involves administrative coordination to support smooth daily office operations and internal processes.
Key Responsibilities
Front Desk & Visitor Management
- Greet and receive visitors in accordance with company procedures and direct them to the appropriate personnel
- Ensure a professional, welcoming, and efficient front desk experience at all times
- Coordinate closely with building security and management to ensure smooth visitor access and movement
Call Handling & Communication
- Answer incoming calls via the switchboard within three rings, in line with company standards
- Direct calls to the appropriate individuals or departments
- Take accurate messages when employees are unavailable
- Ensure continuous and smooth operation of the voice call/switchboard system
- Maintain secure and efficient voice communication across the organization
Administration & Office Coordination
- Prepare and update employee telephone and address directories
- Maintain up-to-date employee records
- Prepare business cards for new employees
- Arrange onboarding setup, including office materials and welcome items (e.g., fruit baskets)
- Register and track incoming documents, correspondence, and bills
- Manage office materials and ensure readiness for new joiners
Courier, Billing & Documentation
- Manage courier and cargo services and ensure timely dispatch/receipt of items
- Forward courier and cargo bills to the accounting department on a weekly basis (every Friday)
- Enter and maintain records of telephone, stationery, and business card bills in the system
- Process and forward all insurance forms to the insurance company every Tuesday
Operational Support
- Support office operations by coordinating with office staff (e.g., office boy) on deliveries, documents, and materials
- Ensure the reception area and administrative processes remain organized and efficient
Requirements
- Minimum 1 year of experience in a similar receptionist or front desk role
- Strong communication and interpersonal skills
- Professional demeanor and customer-focused attitude
- Ability to handle multiple tasks and work under pressure
- Basic administrative and coordination skills
- Familiarity with switchboard and office systems is an advantage
Core Competencies
- Solution & Decision Quality
- Customer Orientation
- Planning & Organization
