Position Overview:
As a Receptionist/Junior Secretary, you will be the first point of contact for our company, providing administrative support to ensure efficient operation of the office. You will undertake a variety of administrative tasks and assist in daily office needs, handling inquiries from clients, visitors, and employees. This role requires excellent communication skills, attention to detail, and the ability to multitask effectively.
Key Responsibilities:
Front Desk Management:
Greet and welcome visitors in a professional and courteous manner.
Answer and direct phone calls promptly and professionally.
Manage the reception area, ensuring it is tidy and presentable.
Maintain office security by following safety procedures and controlling access via the reception desk.
Administrative Support:
Assist with general office administrative tasks, including filing, photocopying, scanning, and faxing.
Schedule appointments and meetings and manage calendars.
Arrange travel and accommodations for staff and visitors when necessary.
Handle incoming and outgoing mail and deliveries.
Client and Visitor Assistance:
Act as the primary point of contact for clients and visitors, providing assistance and information as required.
Manage inquiries from clients, visitors, and employees, both in person and over the phone or email.
Direct visitors to the appropriate person or department.
Communication and Correspondence:
Draft and distribute correspondence, memos, letters, and forms.
Maintain contact lists and company directories.
Coordinate and communicate with internal departments and external stakeholders.
Office Supplies and Equipment:
Monitor and replenish office supplies, including stationery, pantry items, and other consumables.
Ensure office equipment is in good working order and arrange for repairs or maintenance as needed.
Record Keeping and Data Entry:
Maintain accurate records and files, both electronic and hard copy.
Perform data entry tasks, updating databases and spreadsheets with relevant information.
Meeting Support:
Assist in the preparation of meeting rooms, including setting up equipment and refreshments.
Attend meetings as required, taking minutes and distributing them to relevant parties.
Ad Hoc Duties:
Assist other departments with administrative tasks or special projects as needed.
Handle any other duties assigned by the supervisor or management.
Qualifications and Skills:
High school diploma or equivalent; additional qualifications in Office Administration or related field
Proven experience as a receptionist, secretary, or administrative assistant is preferred.
EA License No: 22C1414
Reg No.: R23113314
By submitting any application or resume to us, you will be deemed to have agreed & consented to us collecting, using, retaining & disclosing your personal information to prospective employers with the services provided by our company.
