Office Receptionist

SUMMARY:
Head Office Receptionist

POSITION INFO:

We are seeking a professional, well-presented, and highly organized Receptionist to be the first point of contact for our business. The successful candidate will ensure smooth front-office operations while providing excellent administrative support.

Scope of Work / Key Responsibilities:

• Greet and welcome clients, visitors, and guests in a professional and friendly manner
• Manage incoming calls and direct them to the appropriate departments
• Conduct PR calls to clients, ensuring professional communication and relationship building
• Schedule and coordinate appointments, meetings, and bookings
• Maintain and manage the reception area, ensuring it is clean, organized, and presentable at all times
• Oversee day-to-day office administrative duties and ensure smooth office operations
• Manage suppliers, including communication, coordination, and follow-ups
• Receive, verify, and process supplier invoices and statements accurately
• Assist with capturing and maintaining records of invoices and financial documentation
• Follow up on outstanding invoices and resolve discrepancies with suppliers where necessary
• Maintain filing systems (both electronic and manual) for easy retrieval of documents
• Handle incoming and outgoing mail, couriers, and deliveries
• Order and manage office supplies and ensure stock levels are maintained
• Provide general administrative support to management and various departments
• Maintain confidentiality of sensitive company and client information

Requirements:

• Proven experience as a Receptionist, Administrative Assistant, or similar role
• Strong administrative and organizational skills
• Excellent verbal and written communication skills
• Professional appearance and customer-focused attitude
• Ability to multitask and manage time effectively
• Basic understanding of invoicing and supplier management
• Proficiency in Microsoft Office (Word, Excel, Outlook)

Preferred Competencies:

• Strong interpersonal and client service skills
• Attention to detail and high level of accuracy
• Ability to work under pressure in a fast-paced environment
• Problem-solving skills and a proactive approach

Salary:

• Market-related salary package, based on experience and qualifications