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Purpose
The Receptionist is responsible for managing front desk operations and providing administrative and clerical support to ensure smooth day-to-day functioning of the office. The role serves as the first point of contact for visitors and stakeholders, ensuring professional communication, organised record keeping, and effective coordination of reception-related activities in line with organisational standards.
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Key Responsibilities
- Front Desk & Visitor Management
- Serve as the first point of contact for visitors, staff, and external stakeholders.
- Greet visitors professionally, determine the purpose of visit, and direct or escort them to the appropriate staff or office.
- Ensure visitor access is managed in line with organisational procedures and basic security protocols.
- Maintain a clean, organised, and professional reception area at all times.
- Communication & Telephone Handling
- Operate telephone systems to receive, screen, and forward calls.
- Provide basic information or take accurate messages where required.
- Maintain logbook of incoming and outgoing telephone calls where applicable.
- Ensure timely communication of messages to relevant staff members.
- Mail, Dispatch & Record Management
- Receive, record, sort, and distribute incoming and outgoing mail, courier, and official correspondence.
- Maintain proper registers for dispatch, courier, and document movement.
- Ensure accurate documentation and tracking of all incoming and outgoing communications.
- Administrative & Clerical Support
- Perform basic administrative tasks including filing, photocopying, document handling, and data entry.
- Maintain organised filing systems for documents processed through reception.
- Assist administrative staff in routine office support tasks as required.
- Coordination & Office Support
- Provide information about office structure, departments, and staff when required.
- Support coordination of meetings by informing staff of visitor arrivals and appointments.
- Receive and record internship and job applications and forward them to the relevant unit.
- Ensure availability and proper display of organisational materials and branding at the reception area.
- Confidentiality, Safety & Conduct
- Maintain confidentiality of organisational records, communications, and visitor information.
- Observe and report any unusual or suspicious activity to the supervisor.
- Ensure respectful, professional, and non-discriminatory interaction with all visitors and staff.
- Adhere to organisational policies including Code of Conduct, safeguarding, PSEAH, confidentiality, and Do No Harm principles.
Other Duties
- Perform any other duties related to reception, administrative support, or organisational priorities as assigned by the supervisor.
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Qualifications & Experience
- Preferably Bachelor’s degree in Business Administration, Social Sciences, or a related field; relevant experience may be considered in lieu of formal education.
- Minimum 1–3 years of experience in reception, front desk, or administrative support roles. Experience may be from development, corporate, or service environments.
- Strong communication and interpersonal skills.
- Basic computer proficiency including MS Office and email handling.
- Ability to maintain confidentiality and handle sensitive situations professionally.
- Professional conduct and courteous behaviour.
- Ability to work in a structured and fast-paced environment.
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