Receptionist

Principal purpose of position

Receives incoming telephone calls for a department or organisation, obtains caller’s name, and forwards call to appropriate person or takes a message.

Greets clients and visitors and directs to conference room or staff member’s office.

May provide information and assistance to clients and customers. Answers inquiries for the general public, schedules appointments, maintains conference room schedule, receives or sends out messenger/courier items.

Typically provides administrative support for managers within the organisation. Examples of work performed may include typing, composing non-routine correspondence, compiling reports, transcribing dictation, typing documents, using word processor or spreadsheet software, arranging meetings or travel, maintaining records or files and other clerical duties.

Essential job functions:

• Answering telephone, direct, screen calls, taking and relaying messages.
• Providing information to callers, greeting persons entering organization and directing individuals to correct destination.
• Ensuring knowledge of personnel whereabouts and maintaining exact and complete sign-out/sign-in procedures for consumers and on-site staff.
• Dealing with queries or requests from the customers and public.
• Providing general clerical and administrative support to all levels of professionals.
• Scheduling appointments, organizing meetings, maintaining appointment diary either electronically or manually.
• Preparing letters and documents, receiving and sorting out e-mail and deliveries.
• Ensuring that common areas in office premises are equipped with required office supplies as appropriate.
• Monitoring the use of equipment and supplies within the office.
• Coordinating the maintenance and repair of office equipment.