Greeting and Welcoming Visitors:

• Receive and welcome visitors warmly and direct them to the appropriate person or department.

• Ensure the reception area is tidy and presentable with all necessary materials (e.g., brochures, forms).

Answering and Directing Calls:

• Answer, screen, and forward incoming phone calls.

• Provide basic information to callers and take messages when necessary.

Managing Appointments:

• Schedule and manage appointments, meetings, and conference room bookings.

• Maintain appointment calendars and notify staff of scheduled meetings.

Handling Inquiries:

• Respond to general inquiries in person, via email, and over the phone.

• Provide information about the organization’s services, products, and policies.

Mail and Correspondence:

• Receive, sort, and distribute daily mail and deliveries.

• Prepare outgoing mail and packages.

Administrative Support:

Perform basic clerical duties, such as data entry, filing, photocopying, and faxing.

Assist with administrative tasks and provide support to other departments as needed.

Visitor Management:

• Maintain visitor logs and issue visitor badges.

• Ensure visitors follow security procedures and policies.

Supplies Management:

• Monitor and order office supplies to ensure the reception area is adequately stocked.

• Coordinate with vendors and service providers for office maintenance and supplies.

Maintaining Office Security:

• Follow security procedures for visitors and maintain confidentiality.

• Monitor access control systems and report any suspicious activity.

Event Coordination:

• Assist in organizing and coordinating office events and meetings.

• Prepare meeting rooms, including arranging furniture and equipment.