Receptionist/Office Manager

Job Overview: We are seeking a friendly and organized individual to join our team as a Receptionist/Office Manager. As the first point of contact for our organization, the Receptionist/Office Manager plays a crucial role in creating a positive and welcoming experience for visitors, clients, and employees. This position requires excellent communication skills, attention to detail, and the ability to multitask in a fast-paced environment.

Key Responsibilities:

Front Desk Management:

• Greet and welcome visitors in a professional and courteous manner.
• Manage incoming calls, direct them to the appropriate personnel, and take accurate messages when necessary.
• Ensure the office area is tidy and presentable.
• Be in the office during core business hours, with the flexibility to adjust based on visitors or events.

Visitor and Client Support:

• Assist visitors with sign-in procedures and provide them with necessary information.
• Coordinate with relevant departments to ensure seamless visitor experiences.
• Handle inquiries and provide basic information to clients and guests.
• Assist in the planning and coordination of any events at the facility.

Administrative Support:

• Assist with general administrative tasks, including sorting and distributing mail, managing office supplies, and coordinating appointments.
• Arrange outgoing mail and package pickups.
• Maintain and update employee and visitor logs.
• Assemble small furniture, hang pictures, or perform other small facility tasks as needed.

Communication:

• Act as a liaison between various departments, conveying messages and information accurately.
• Notify employees of visitor arrivals and handle inquiries promptly.

Problem Solving:

• Address, direct, and resolve issues or concerns raised by visitors, clients, or employees.
• Collaborate with team members to find effective solutions to challenges.
• Schedule and track facility maintenance and issues.

Qualifications:

• High school diploma or equivalent.
• Proven experience as a receptionist or office manager is a plus.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Proficient in using office equipment, including telephone systems and computer software.
• Proficient in using Microsoft applications like Word, PowerPoint, Excel, Planner, etc.
• Professional appearance and demeanor.

Additional Requirements:

• Ability to handle confidential information with discretion.
• Flexibility to adapt to changing priorities and tasks.
• Positive attitude and a commitment to providing excellent customer service.
• Knowledge of basic office procedures and etiquette.