Receptionist/administration Assistant

Receptionists serve as a business’ front-desk associate and are responsible for several administrative support duties that keep the office running efficiently. Receptionists may greet visitors, handle incoming and outgoing correspondence, maintain files and records, perform data entry, maintain office calendars and schedules, keep the office clean, safe, and organized and keep office supply inventory fully stocked.

**Common reception duties**:

- Telephone and front desk reception
- Database and record management
- Executive and administrative support
- Customer service
- Database and record management
- Office and supply maintenance

**Telephone and front desk reception**

When a client or vendor is visiting the business in-person, a receptionist greets the visitor and directs them to the proper location.

**Executive and administrative support**

Receptionists may provide executive and administrative support such as preparing and presenting reports and spreadsheets to executives, preparing meeting showrooms and interview rooms.

Opening parcels, hanging garments and hand over the parcels/garment to respective person.

**Customer service**

The role of a receptionist is critical to a business’ customer service as the receptionist is often the person a client or vendor communicates with the most and is the first person they interact with when contacting or visiting the business. Receptionists need to have excellent customer service skills, including the ability to remain calm and friendly when resolving concerns.

Greet customers. Make tea, coffee or warm up food as required.

**Database and records management**

Receptionists may complete general office records and data management by maintaining the office’s data entry, filing, recording information received in communications with vendors and clients and collecting and distributing incoming and outgoing mail.

**Office and supply maintenance**

Receptionists perform general office maintenance tasks such as keeping the office clean, safe, and organized. They also check office supply inventory, order new supplies, and distribute supplies as needed.

**Skills**:
The following skills are important to the success of a receptionist:

- Communication skills
- Time management skills
- Technology skills
- Customer service skills
- Confidentiality
- Organizational skills

**Communication skills**

**Time management skills**

Time management skills refer to an individual’s ability to perform multiple tasks and complete projects and tasks on-time. Receptionists often perform multiple tasks throughout their day and need to prioritize these tasks to complete their duties in a timely manner.

**Technology skills**

Technology skills refer to the ability to type and use office equipment such as computers, telephones, copiers, fax machines and printers. Receptionists often have a multi-line telephone they need to manage and perform office management tasks such as filing, copying, printing, faxing, and mailing. Receptionists should also have at least intermediate skills in using the Microsoft Office suite of products.

**Customer service skills**

Receptionists often are the first people customers and vendors reach when they have an issue or a concern. They need to remain calm, acknowledge and direct them to the correct party for resolution while maintaining a professional and friendly demeanour.

**Confidentiality**

Receptionists may have access to personal and confidential client and vendor information, employment information, contact information and more. It is important for a receptionist to show professionalism in maintaining client and vendor confidentiality.

**Organizational skills**

Organizational skills refer to the ability to plan, prioritize and manage office responsibilities. Receptionists need excellent organizational skills because they direct client and visitor communications to the correct person/department.

Schedule:

- 8 hour shift