Receptionist

The Receptionist at Calltronix Contact & Training Centre is tasked with overseeing the front office and reception area, aiming to provide a professional and welcoming experience for visitors, clients, employees, and other stakeholders. Key duties include offering administrative support, coordinating internal and external communications, accurately maintaining records, and contributing to the efficient day-to-day functioning of the office.

1. Manage the reception desk, ensuring it is staffed during working hours.
2. Professionally welcome and assist visitors, clients, and candidates.
3. Receive, screen, and direct incoming calls to the appropriate departments.
4. Guide visitors while ensuring adherence to company access and security protocols.
5. Maintain an accurate visitor register and ensure all visitors are properly attended to.
6. Receive, sort, and distribute incoming mail, courier deliveries, and other correspondence.
7. Coordinate outgoing mail and courier services as needed.
8. Keep the reception area clean, organized, and professional.
9. Respond to general inquiries and direct requests to relevant departments.
10. Prepare and maintain daily staff attendance records.
11. Share attendance reports with HR and other relevant departments promptly.
12. Support the identification and reporting of late arrivals, early departures, and unexplained absences.
13. Maintain accurate administrative records and file documents appropriately.
14. Assist with preparing, printing, scanning, photocopying, and distributing documents.
15. Support the scheduling and coordination of meetings, interviews, and appointments.
16. Assist with meeting room bookings and ensure meeting areas are prepared.
17. Support general office administration and coordination of daily office requirements.
18. Handle telephone and general reception inquiries professionally and efficiently.
19. Take and relay accurate messages to employees and departments.
20. Coordinate communication between visitors and relevant employees.
21. Maintain professional communication with clients, service providers, and candidates.
22. Escalate urgent or sensitive matters to the appropriate person promptly.
23. Monitor reception and general office supplies, notifying when replenishment is needed.
24. Support the coordination of office maintenance, repairs, cleaning, and other facilities matters.
25. Assist with staff identification/access cards and visitor access where applicable.
26. Support the organization of staff meetings, events, and training sessions.
27. Maintain confidentiality of company, employee, client, and visitor information.
28. Ensure compliance with company policies, procedures, and office protocols.
29. Provide administrative support to the HR, Administration, and Operations teams.
30. Assist with recruitment activities, including receiving candidates and managing interview schedules.
31. Maintain professionalism and a high standard of customer service at all times.
32. Identify administrative gaps and escalate them to the supervisor.
33. Perform other duties as reasonably assigned by management.

1. Diploma or Degree in Business Administration, Office Administration, Business Management, or a related field.
2. Minimum of one (1) year of relevant experience in reception, front office, or office administration.
3. Proficiency in Microsoft Office applications, including Word, Excel, and Outlook/email.
4. Strong written and verbal communication skills.
5. Excellent organizational and administrative abilities.
6. Good interpersonal and customer service skills.
7. Ability to maintain confidentiality and handle sensitive information professionally.
8. Capable of multitasking, prioritizing, and working effectively in a busy office environment.
9. Professional, presentable, courteous, and approachable demeanor.
10. Strong attention to detail and ability to maintain accurate records.
11. Customer service orientation.
12. Professionalism and courtesy.
13. Effective time management.
14. Discretion.
15. Teamwork and collaboration skills.
16. Problem-solving abilities.
17. Ability to work under pressure and manage multiple tasks.
18. Proficiency in office administration and record keeping.