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Job Description
- Greet and welcome guests as soon as they arrive at the office
- Direct visitors to the appropriate person and office
- Answer, screen and forward incoming phone calls
- Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
- Provide basic and accurate information in-person and via phone/email
- Receive, sort and distribute daily mail/deliveries
- Order front office supplies and keep an inventory of stock
- Update calendars and schedule meetings
- Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing
- Receives and issues documents externally and internally according to document distribution matrix
- Write correspondence memos, letters as needed
- Assist in the preparation of regularly scheduled reports
- File documents in physical and digital records
- Maintain confidentiality of sensitive information and terms of the agreement
- Ensures that all documents have no errors in filenames, revisions, submissions, etc before submitting it to the recipient department/party to avoid confusion
- Maintain electronic and paper records ensuring information is organized and easily accessible
- Organize and maintain company archives
Job Requirements
- Proven work experience as a Receptionist, Front Office Representative or similar role
- Proven work experience as a Document Controller or Administration or similar role
- Proficiency in Microsoft Office Suite
- Hands-on experience with office equipment (e.g. fax machines and printers)
- Professional attitude and appearance
- Solid written and verbal communication skills
- Ability to be resourceful and proactive when issues arise
- Excellent organizational skills
- Multitasking and time-management skills, with the ability to prioritize tasks
- Customer service attitude
