A receptionist plays a pivotal role as the first point of contact for visitors, clients, and employees. They are responsible for providing a welcoming and efficient experience while managing various administrative tasks.

Responsibilities

• Welcome and assist visitors with a friendly and professional demeanor, directing them to the appropriate destination.
• Handle incoming calls, provide information, take messages, and transfer calls as needed.
• Manage email inquiries and correspondence, responding to general queries and forwarding important messages.
• Schedule appointments, meetings, and conferences, ensuring efficient time management.
• Receive and distribute mail, packages, and deliveries, and notify recipients accordingly.
• Update and maintain contact lists, appointment schedules, and customer records as required.
• Address inquiries and concerns from clients or customers, maintaining a high standard of professionalism and service.
• Manage payments, process invoices, and provide receipts to customers or clients accurately.
• Arrange and categorize marketing materials within the archive for easy access and efficient retrieval.
• Ensure all items are stored in designated areas, following a clear and systematic organization.
• Track and manage all items within the archive, maintaining accurate records of inventory levels.
• Conduct regular counts and updates to ensure precise inventory control.
• Prepare and keep detailed records of sales invoices and other documents related to outgoing orders, ensuring accuracy and compliance.
• Request quotations from suppliers for items needed in the archive.
• Expedite purchasing processes to ensure timely replenishment of archived materials.
• Compile and submit a weekly inventory report to the general manager, detailing the current stock of marketing materials.
• Ensure timely delivery of catalogues and marketing materials to sales personnel, coordinating with the team for efficient distribution.
• Manage the distribution of uniforms to employees, verifying that quantities meet requirements and deadlines are met.

Qualifications

• High school diploma or equivalent.
• Excellent communication skills, both verbal and written.
• Proficiency in computer software, including word processing and email programs.
• Strong organizational and multitasking abilities.
• Professional appearance and demeanor.
• Ability to maintain confidentiality.
• Adaptability to handle unexpected situations.