Receptionist

Receptionist

The Receptionist is responsible for providing a professional, welcoming, and efficient front-desk service to visitors, employees, clients, and business partners. The role involves managing reception activities, handling calls and correspondence, coordinating visitors, and providing general administrative support to ensure the smooth operation of the office.

Key Responsibilities

• Welcome and greet visitors, clients, and employees in a professional and courteous manner.
• Manage the reception area and ensure it is clean, organized, and presentable at all times.
• Answer, screen, and transfer incoming telephone calls to the appropriate departments or employees.
• Receive and direct visitors, ensuring that company visitor procedures are followed.
• Maintain the visitor log and issue visitor passes when required.
• Notify concerned employees when their visitors arrive and coordinate meeting arrangements.
• Receive, sort, and distribute incoming mail, courier deliveries, and documents.
• Coordinate outgoing courier services and maintain relevant records.
• Respond to general inquiries and provide accurate information or direct inquiries to the appropriate department.
• Manage meeting room bookings and assist with meeting arrangements when required.
• Provide administrative support to HR, Administration, and other departments as assigned.
• Maintain updated contact lists, reception records, and other relevant documentation.
• Assist with office supplies and coordinate requests related to reception and common areas.
• Maintain confidentiality when handling company, employee, visitor, or business-related information.
• Coordinate with Security regarding visitor access, parking, and other reception-related matters.
• Support company events, meetings, and employee activities when required.
• Follow all company policies, procedures, health and safety requirements, and professional standards.
• Perform any other duties and responsibilities assigned by the management.

Qualifications & Experience

• High school diploma or bachelor's degree in business administration, Hospitality, or a related field is preferred.
• Minimum 2–3 years of experience in reception, front office, customer service, or administrative roles.
• Previous experience in a corporate environment is preferred.
• UAE experience is an advantage.

Working Conditions

The position is primarily office-based and requires regular interaction with employees, visitors, clients, suppliers, and other external parties. The Receptionist is expected to maintain a professional image and provide a high standard of customer service at all times.

Desired Candidate Profile

Skills & Competencies

• Excellent verbal and written communication skills.
• Professional and pleasant personality with strong customer-service skills.
• Good telephone etiquette and interpersonal skills.
• Strong organizational and time-management abilities.
• Ability to multitask and prioritize daily activities.
• Good knowledge of MS Office (Word, Excel, Outlook).
• Good English communication skills; Arabic is an advantage.
• Professional appearance and positive attitude.
• Ability to handle confidential information with discretion.
• Strong attention to detail and follow-up skills.
• Ability to work independently as well as part of a team.
• Ability to remain calm and professional under pressure.

Key Performance Indicators (KPIs)

• Professional and timely handling of visitors and incoming calls.
• Effective management of reception and visitor records.
• Accuracy and timely distribution of correspondence and courier items.
• Positive feedback from visitors, employees, and business partners.
• Compliance with company reception, security, and administrative procedures.
• Timely completion of assigned administrative tasks.