The receptionist is responsible for meeting and greeting the customers as they enter the building. By presenting a professional appearance, maintaining an upbeat attitude, to provide a positive first impression. The receptionist should project the same presence on the phone when customers call. In addition, in the receptionist role, you must know to whom to route incoming calls and be able to take notes accurately when calls cannot be routed to the appropriate person.
DUTIES AND RESPONSIBILITIES:
- Answers, screens, and directs calls on multi-line phone system in a courteous and professional manner; takes messages and/or forwards telephone calls to appropriate employee, voice mail, Clears messages each morning and delivers to appropriate employees.
- Meets and greets all visitors/customers; determines their needs and directs them to the appropriate employee/locations.
- Responds to visitors, clients, and employees in a courteous and professional manner.
- Opens and routes incoming mail.
- Prepares and forwards outgoing mail and packages.
- Composes and types routine correspondence as required.
- Performs general clerical duties including but not limited to filing, photocopying and mailing as required.
- Organizes and maintains file system; files correspondence and other records.
- Orders and maintains supplies, arranges for equipment maintenance, and keeps reception area organized.
- Prepares and maintains meeting and conference room reservation and catering schedules; circulates schedule to appropriate staff.
- Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
- Meet and greet customers with courtesy and efficiency.
- Maintain a professional appearance.
- Use of appropriate telephone techniques and phone etiquette Answer customer’s questions over the phone Refer callers to the right department, if department is not available, a message is to be taken.
- When a message is taken from the customers, it should be clear and legible.
- File paperwork (receipts / vehicle plates) Sort and deliver mail to managers within the same building.
- Operate fax machine / scanners.
- Performs other related duties as assigned by management.
