Receptionist

Calltronix Contact & Training Centre is a business communication and collaboration process automation company that utilizes the latest technologies and best industry practices to improve productivity, efficiency and accountability within organizations.

Receptionist

JOB PURPOSE

The Receptionist will be responsible for managing the front office and reception area, ensuring a professional and welcoming experience for visitors, clients, employees, and other stakeholders. The role will also provide administrative support, coordinate communication, maintain accurate records, and support the smooth day-to-day operations of the office.

KEY RESPONSIBILITIES

Reception and Front Office Management

• Manning the reception desk and ensuring it is attended during working hours.

• Welcoming and assisting visitors, clients, candidates, and other stakeholders in a professional and courteous manner.

• Receiving, screening, and directing incoming calls to the appropriate departments or employees.

• Receiving and directing visitors while ensuring adherence to company access and security procedures.

• Maintaining an accurate visitor register and ensuring all visitors are appropriately received and attended to.

• Receiving, sorting, and distributing incoming mail, courier deliveries, and other correspondence.

• Coordinating outgoing mail and courier services where required.

• Maintaining a clean, organized, and professional reception area.

• Responding to general inquiries and directing requests to the appropriate departments.

Attendance and Administrative Support

• Preparing and maintaining daily staff attendance records.

• Sharing attendance reports with the relevant departments/HR within the required timelines.

• Supporting the identification and reporting of late arrivals, early departures, and unexplained absences.

• Maintaining accurate administrative records and filing documents appropriately.

• Assisting with the preparation, printing, scanning, photocopying, and distribution of documents.

• Supporting the scheduling and coordination of meetings, interviews, appointments, and visitors.

• Assisting with meeting room bookings and ensuring meeting areas are prepared as required.

• Supporting general office administration and coordination of day-to-day office requirements.

Communication and Coordination

• Handling telephone and general reception inquiries professionally and efficiently.

• Taking and relaying accurate messages to employees and departments.

• Coordinating communication between visitors and the relevant employees.

• Maintaining professional communication with clients, service providers, candidates, and other stakeholders.

• Escalating urgent or sensitive matters to the appropriate person promptly.

Office Support

• Monitoring reception and general office supplies and notifying the relevant person when replenishment is required.

• Supporting the coordination of office maintenance, repairs, cleaning, and other facilities-related matters.

• Assisting with the coordination of staff identification/access cards and visitor access where applicable.