Objective:
The position is responsible to welcome visitors by greeting them, in person or on the telephone; answering or referring inquiries. Directs visitors by maintaining employee and department directories; giving instruction.
Maintains security by following procedures; monitoring logbook and issuing visitor badges.
Key Responsibility:
Serve visitors by greeting, welcoming, directing and announcing them appropriately.
Answer, screen and forward any incoming phone calls while providing basic information when needed.
Receive and sort daily mail/deliveries/couriers.
Maintain security by following procedure and controlling access (monitor logbook, issue visitor badges).
Update appointment calendars and schedule meetings/appointments.
Perform other clerical duties such as filing, photocopying, collating, faxing etc.
Perform other duties (i.e., gate pass application, salary certificate and NOC request).
Record Management:
Assist in OHC requests for designated staffs.
Maintain accurate records for the OHC requests.
Processing the VIP Tags (Cancellation and Activation)
Updating the tracking sheet.
Confidentiality:
Handle sensitive information with discretion and professionalism.
Customer Service:
Handle inquiries and provide accurate information.
Resolve basic complaints or escalate as needed.
Office Organization:
Maintain a tidy and welcoming reception area.
Ensure office supplies are stocked and organized.
Internal Communication:
Relay important messages or information to staffs.
Assist in distributing internal notices or announcements.
Technology Use:
Use office software (e.g., MS Office, booking systems).
Operate office equipment (e.g., printers, switchboards).
Appointment Scheduling:
Update calendars and schedule meetings or appointments.
Coordinate meeting room bookings or availability.
Desired Experience:
The ideal Receptionist should have 1-3 years of experience in reception or administrative roles, preferably in a professional office setting.
Proficiency in telephone etiquette, customer service, and basic office software (e.g., Microsoft Office).
High school diploma or equivalent; additional certification in office administration or receptionist training may be beneficial.
Strong communication, organization, and multitasking skills.
Friendly demeanor, professional appearance, and ability to remain calm under pressure.