Receptionist

Short company description

Requirements

-Qualifications:

Interpersonal Skills: Patience, listening, and a confident yet friendly attitude are essential for assisting visitors and employees.
Memorization: Familiarity with the names and routines of regular visitors and employees helps in identifying unusual activity.
Multitasking: Ability to balance multiple tasks and prioritize effectively.
Attention to Detail: Keen observation skills to notice visitors, safety violations, and security breaches.
Language Skills: Fluency in English and the native language.

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-Education and Training

High school diploma required.
Background check will be conducted.
Proficiency in basic computer usage and office tasks.
Previous experience in a similar role is preferred.
Required training and licensing as per local, state, and national regulations.
GPDR background is a must.

Responsibilities

-Welcome and Assist Visitors:

Greet and welcome guests as soon as they arrive at the office.
Direct visitors to the appropriate person and office.
Manage the distribution and collection of locker keys, serving as the main point of contact for this process.


-Maintain Security Protocols:

Verify that all individuals entering the facility are authorized employees.
Perform light security tasks such as inspecting people, areas, and monitoring security cameras.
Assist with handing out access keys and observing the premises for any unusual activity.
Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).


-Reception Duties:

Answer, screen, and forward incoming phone calls.
Ensure the reception area is tidy and presentable, with all necessary stationery and materials (e.g., pens, forms, and brochures).
Provide basic and accurate information in-person and via phone/email.
Receive, sort, and distribute daily mail/deliveries.
Order front office supplies and keep inventory of stock.
Update calendars and schedule meetings.
Arrange travel and accommodations and prepare vouchers.
Keep updated records of office expenses and costs.
Perform other clerical receptionist duties such as filing, photocopying, transcribing, and faxing.

-Report Issues:

Stay calm and alert to any potential issues.
Notify authorities or activate alarms if necessary.
Communicate important information to others in the building, such as descriptions of unauthorized visitors.
Report any facility hazards to maintenance, like a burnt-out lightbulb or icy entranceway.


-Monitor Systems:

Oversee the company’s control systems and conduct surveillance through closed-circuit TV.


-Support Office Operations:

Assist with setting up the office for project kick-offs and other tasks to ensure office readiness.


-Document Activities:

Keep detailed records of daily incidents and activities.

Benefits

• Medical insurance