Receptionist

Job Description – Receptionist

• Position: Receptionist
• Department: Administration / Front Office
• Location: Corporate Office
• Employment Type: Full-Time

Key Responsibilities

• Greet and welcome visitors, clients, suppliers, and business partners professionally.
• Answer, screen, and transfer incoming calls to the appropriate person or department.
• Receive and respond to general inquiries through phone, email, and other communication channels.
• Maintain a professional, clean, and organized reception area.
• Manage visitor registration and maintain visitor records.
• Coordinate meeting room bookings and visitor arrangements.
• Receive, record, sort, and distribute incoming and outgoing mail and courier items.
• Coordinate courier and document transfers between the corporate office and different branches.
• Maintain updated contact details of all branches, departments, and key employees.
• Coordinate communication between the corporate office and branches when required.
• Receive messages and ensure they are communicated to the concerned employees on time.
• Assist management and employees with general administrative requirements.
• Schedule meetings, appointments, and internal events as required.
• Maintain reception, visitor, courier, and other administrative records.
• Prepare basic letters, reports, spreadsheets, and other documents when required.
• Support HR and Administration teams with day-to-day office activities.
• Assist with travel, transportation, accommodation, and visitor arrangements when assigned.
• Handle confidential information with discretion.
• Coordinate with internal departments and branch offices for administrative matters.
• Follow up with branches and departments to ensure timely completion of requests.
• Provide professional customer service to visitors, callers, and employees.
• Perform other reception and administrative duties assigned by management.

Desired Candidate Profile

Required Qualifications

• Diploma or Bachelor's degree in Business Administration, Office Management, or a related field.
• 2–4 years of experience in reception, front office, or administration.
• Experience in a corporate or head-office environment is preferred.
• Experience coordinating with multiple branches is an advantage.

Required Skills

• Excellent communication and interpersonal skills.
• Good English speaking and writing skills.
• Professional telephone etiquette.
• Good knowledge of Microsoft Office, especially Word, Excel, and Outlook.
• Strong organizational and multitasking skills.
• Good coordination and follow-up skills.
• Professional appearance and positive attitude.
• Ability to work under pressure.
• Strong attention to detail.
• Ability to maintain confidentiality.
• Good problem-solving and customer-service skills.

Key Personal Attributes

• Professional
• Polite and friendly
• Well-organized
• Responsible and punctual
• Proactive
• Reliable
• Presentable
• Team-oriented
• Confidential and trustworthy
• Able to communicate effectively with employees across different branches