Front Desk Executive

Job Summary: The receptionist is responsible for providing excellent customer service, managing the front desk, and performing various administrative tasks to support the smooth operation of the organization.

Key Responsibilities:

1. Greeting and Welcoming Visitors: Welcome and greet visitors, clients, and employees with a professional and friendly demeanor. Direct them to the appropriate person or department.
2. Answering and Screening Calls: Handle incoming phone calls, transfer calls to the appropriate individuals, take messages, and provide information as needed.
3. Scheduling and Appointments: Schedule appointments, meetings, and conference rooms. Maintain and update appointment calendars.
4. Mail and Email Handling: Receive and distribute mail, packages, and deliveries. Monitor and respond to emails, forwarding them to the relevant staff members.
5. Customer Service: Provide exceptional customer service by addressing inquiries, resolving problems, and ensuring visitors have a positive experience.
6. Maintaining Reception Area: Keep the reception area clean and organized. Ensure all necessary supplies, such as brochures, visitor badges, and reading materials, are readily available.
7. Administrative Support: Assist with various administrative tasks (Verifying and reviewing administrative invoices, coordinating with courier services and customs and freight (C&F) agents for parcel shipments, supervising the daily transportation arrangements for factory visits etc.), including data entry, photocopying, filing, and handling paperwork as assigned.
8. Security: Monitor and control access to the premises by issuing visitor badges and maintaining visitor logs. Ensure security procedures are followed.
9. Communication: Relay important information to staff members and ensure they are aware of appointments, visitors, and messages.
10. Multitasking: Handle multiple tasks simultaneously and prioritize them effectively.
11. Agility: Curious to learn and grow.

Qualifications:

• Graduation or equivalent.
• Previous experience as a receptionist or in a customer service role is a plus.
• Excellent verbal and written communication skills.
• Proficiency in using office equipment such as phones, computers, and photocopiers.
• Strong organizational skills and attention to detail.
• Professional appearance and attitude.
• Ability to maintain confidentiality and handle sensitive information.
• Knowledge of office software (e.g., Microsoft Office Suite).

Working Conditions:

• Typically works in an office environment.
• May require sitting for extended periods.
• Interaction with a variety of people, both internal and external to the organization.