Reception Duties

• Greeting Visitors: Welcome and direct visitors, clients, and guests.

• Handling Inquiries: Answer general inquiries regarding the organization’s services or products.

Administrative Support

• Managing Correspondence: Handle incoming and outgoing mail, emails, and packages.

• Filing and Documentation: Maintain filing systems, both electronic and physical.

• Data Entry: Input and update information in databases and other systems.

Telephone Management

• Answering Calls: Handle incoming calls and route them to the appropriate person or department.

• Taking Messages: Record and deliver messages accurately and promptly.

Scheduling and Coordination

• Appointment Management: Schedule and confirm appointments and meetings for staff.

• Meeting Preparation: Prepare meeting rooms, arrange necessary equipment, and provide refreshments.

Customer Service

• Assist Clients: Provide assistance and information to clients and customers.

• Resolve Issues: Address and resolve minor customer complaints and issues.

Office Maintenance

• Inventory Management: Keep track of office supplies and place orders when necessary.

• Workspace Organization: Ensure the reception area is tidy and presentable.

Security and Safety

• Access Control: Monitor and manage visitor access to ensure security protocols are followed.

• Emergency Procedures: Be familiar with and assist in implementing emergency procedures.

Financial Transactions (if applicable)

• Processing Payments: Handle cash, checks, and credit card transactions if required.

• Invoice Management: Prepare and manage invoices and receipts.

Communication Facilitation

• Internal Communication: Assist in disseminating information within the organization.

• External Communication: Act as a liaison between clients, visitors, and staff.

Technology and Equipment Use

• Operate Office Equipment: Use and maintain office equipment like photocopiers, printers, and fax machines.

• Technical Support: Provide basic technical support or escalate issues to IT support.