Receptionist

Qualification and Job Specification

- Female

• 18-40 years old

• with PLEASING PERSONALITY

• with work experienced

Duties & Responsibilities

1. Front Desk & Customer Service

• Welcome and assist visitors, families, vault owners, churchgoers, and guests.
• Provide accurate information regarding church and columbarium services, schedules, procedures, and facilities.
• Respond to inquiries in person, by telephone, email, or other communication channels.
• Direct visitors to the appropriate office, staff member, or facility.
• Maintain a professional, respectful, and compassionate manner, particularly when assisting bereaved families.

2. Columbarium Services

• Assist families and vault owners with inquiries regarding vaults, inurnment, transfer, visitation, and related services.
• Coordinate appointments and schedules for inurnment, transfer, and other columbarium activities.
• Verify necessary documents and coordinate with the appropriate personnel when requirements are incomplete.
• Assist families during scheduled services and provide directions to the appropriate areas.
• Maintain confidentiality of family, client, and deceased-person information.

3. Church Activities

• Provide information about Mass schedules, church activities, events, and facilities.
• Assist visitors during special events, weddings, funerals, memorial services, and other church activities.
• Coordinate with church staff regarding schedules and special arrangements.
• Help maintain an orderly and welcoming reception area.

4. Administrative Support

• Maintain visitor logs, appointment schedules, contact records, and other front-office documents.
• Receive and properly endorse messages, documents, and inquiries to the concerned personnel.
• Prepare basic reports, correspondence, forms, and other administrative documents.
• Assist with filing and maintaining organized records.
• Coordinate with Operations, Finance, Maintenance, Security, and Columbarium personnel as necessary.

5. Telephone & Communication

• Answer telephone calls promptly and professionally.
• Screen and route calls to the appropriate personnel.
• Take accurate messages and ensure proper follow-up.
• Respond to routine inquiries through email or approved messaging platforms.

6. Coordination & Facility Support

• Coordinate with SCUVA/security personnel regarding visitor access and special activities.
• Inform maintenance personnel of facility concerns reported by visitors.
• Assist in managing visitor flow during peak periods and special events.
• Report complaints, incidents, or unusual situations to the supervisor.

7. Cash/Payment Assistance (if applicable)

• Receive payments only if authorized by management.
• Issue official receipts or acknowledge payments according to established procedures.
• Properly account for and endorse collections to the Finance/Cashier personnel.
• Maintain confidentiality of financial and client information.

Qualifications

• College graduate or at least college level; preferably in Business Administration, Hospitality Management, Office Administration, Communications, or a related field.
• At least 1–2 years of experience in reception, customer service, hospitality, administrative work, or a similar position.
• Excellent verbal and written communication skills.
• Pleasant, professional, patient, and service-oriented personality.
• Good computer skills, particularly Microsoft Office, email, and basic data entry.
• Good organizational and multitasking skills.
• Able to handle sensitive and confidential information.
• Must demonstrate empathy and sensitivity when dealing with bereaved families.
• Well-groomed and able to maintain a professional appearance.
• Willing to work on weekends, holidays, and during church/columbarium special events when required.