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.