Skills Assessment
New
2 days ago
Job Summary
The Secretary/Receptionist is responsible for managing the front desk, greeting visitors, handling incoming calls, and performing administrative duties to ensure the smooth operation of the office. This role serves as the first point of contact for clients and visitors and requires excellent communication, organizational, and multitasking skills.
- Minimum Qualification : Diploma
Job Description/Requirements
Reports To: Office Manager/Director
Key Responsibilities
Reception Duties
- Greet and welcome visitors in a friendly and professional manner.
- Answer, screen, and forward incoming phone calls while providing basic information when required.
- Maintain the reception area, ensuring it is tidy and presentable.
- Schedule and confirm appointments with clients and staff.
Administrative Support
- Assist in managing correspondence, including sorting mail, emails, and courier deliveries.
- Prepare and distribute office communications (e.g., memos, reports).
- Maintain office supplies inventory by checking stock levels and placing orders as needed.
- Organize and maintain files, records, and office documentation.
Calendar and Scheduling Management
- Coordinate and schedule meetings, appointments, and conference calls.
- Manage booking of meeting rooms and prepare them for scheduled meetings.
Client Interaction
- Respond to inquiries from clients and visitors both in person and over the phone.
- Handle client-related administrative tasks, including follow-ups and appointment reminders.
Other Duties
- Support office staff with clerical tasks as required.
- Assist in organizing office events and meetings.
- Perform other duties as assigned to ensure smooth office operations.
Qualifications
- High school, diploma or equivalent; a college degree is a plus.
- Proven experience as a receptionist, secretary, or in a related administrative role.
- Proficient in MS Office (Word, Excel, Outlook) and office equipment (e.g., fax machines, printers).
- Excellent verbal and written communication skills.
- Strong organizational skills and attention to detail.
- Ability to multitask and prioritize tasks in a fast-paced environment.
- Professional appearance and demeanor.
Preferred Skills
- Familiarity with office management systems and procedures.
- Experience in customer service roles is an advantage.
- Ability to work independently with minimal supervision.
Work Schedule
- Full-time (Monday to Friday), with occasional flexibility required for events or meetings.
Salary
- Competitive and commensurate with experience. Benefits available.
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