Job Purpose
To provide professional front-of-house reception services and administrative support to ensure the smooth running of office operations. As the first point of contact, the Receptionist/Administrator will have a welcoming and helpful attitude while maintaining effective administrative procedures.
Key Responsibilities
Reception Duties
- Greet visitors and clients in a professional and friendly manner.
- Answer and direct incoming calls promptly and accurately.
- Manage the visitor sign-in process and maintain a tidy reception area.
- Handle incoming and outgoing mail and deliveries.
Administrative Support
- Provide general administrative assistance to office staff and management.
- Maintain and update internal databases, records, and filing systems (both physical and digital).
- Assist with document preparation, data entry, scanning, photocopying, and printing tasks.
- Schedule appointments, meetings, and manage calendars when required.
- Order and maintain office supplies and stationery.
Customer Service
- Handle customer inquiries via phone and email in a prompt, courteous manner.
- Liaise with internal departments to ensure customer needs are met efficiently.
Support to Operations
- Provide administrative support to logistics, sales, or service teams.
- Assist in processing purchase orders, invoices, or import/export documentation as needed.
- Coordinate communication between departments and ensure smooth flow of information.
Skills & Experience
Essential:
- Previous experience in a receptionist or administrative role.
- Excellent verbal and written communication skills.
- Strong organizational and time management skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Ability to handle confidential information with integrity.
Personal Attributes
- Professional and friendly demeanor.
- Reliable, punctual, and self-motivated.
- Flexible and adaptable approach to tasks.
- Attention to detail and accuracy in all work.
- Ability to multitask and remain calm under pressure.
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