Receptionist
2 days ago
As a Senior Receptionist, your role is crucial in creating a positive first impression for visitors, managing office operations, and providing leadership to a reception team. You need exceptional organizational, communication, and multitasking skills, along with the ability to handle administrative tasks efficiently. Below is a detailed guide to excelling in this role:
Key Responsibilities of a Senior Receptionist
Front Desk Management:
- Greeting visitors and clients professionally and warmly.
- Managing the reception area to ensure it is tidy, welcoming, and well-equipped.
Administrative Support:
- Answering and directing phone calls and emails.
- Scheduling appointments, meetings, and conference room bookings.
- Handling correspondence and courier services.
Team Leadership:
- Supervising junior receptionists and providing training and guidance.
- Delegating tasks and managing team schedules.
- Ensuring the team adheres to company protocols and service standards.
Customer Service:
- Resolving visitor or client inquiries promptly and courteously.
- Addressing complaints or escalating issues to appropriate departments.
Coordination and Communication:
- Coordinating with other departments for smooth day-to-day operations.
- Acting as a liaison between visitors and staff members.
Office Supplies Management:
- Monitoring and replenishing office supplies, including stationery and refreshments.
- Coordinating with vendors for maintenance and supply orders.
Record Keeping:
- Maintaining visitor logs and managing confidential records.
- Updating and organizing filing systems, both digital and physical.
Event and Travel Coordination:
- Assisting with planning and scheduling company events.
- Managing travel arrangements for staff and visitors, including accommodations and transportation.
To manage the reception efficiently, attend to guests and telephone calls in a professional manner befitting the corporate image of the Group and provide the necessary administrative support functionally required by the Admin Manager.
Functional Roles and Responsibilities
• Efficient and courteous handling of telephone calls, provide necessary information /guidance to the caller
and transfer the calls to the relevant personnel in the office.
• Control the distribution of access cards for the visitors and maintain a register to log in the details
• Ensure that cleanliness and hygiene is maintained in the reception area and essential housekeeping
standards are adhered to represent an appropriate corporate image.
• Ensure that all equipment / furniture are always in proper working condition and impeccably maintained.
• Coordinate and manage room bookings [Business centre and L&D] in an efficient and prompt manner
Desired Skills and Experience
Education/Certification and Continued Education
• High School Certificate
Knowledge and Skills
• Course in telephone handling skills an advantage
• Exposure to multicultural environment
• Well-groomed with pleasant personality
• Excellent communication skills
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