Job Summary
We are seeking a highly organized professional to manage the front desk and provide administrative support in a fast-paced environment.
Key Responsibilities
1. Reception Duties:
o Provide a welcoming experience for guests, clients, and visitors by greeting them in a professional manner.
o Answer phone calls efficiently and direct them to relevant departments or individuals.
o Respond to inquiries and provide accurate information.
o Manage office visitors and ensure they are directed to the correct department or individual.
o Handle mail and deliveries, including sorting, distributing, and preparing outgoing packages.
2. Administrative Support:
o Provide administrative assistance, including filing, photocopying, scanning, and organizing documents.
o Assist in preparing reports, presentations, and correspondence.
o Maintain office supplies inventory and order supplies as needed.
o Organize and schedule meetings, appointments, and conference calls for team members.
o Coordinate travel arrangements and accommodation bookings for employees or guests.
3. Office Management:
o Ensure the office space is clean, organized, and welcoming for staff, clients, and visitors.
o Maintain and update office calendars and schedules for meetings and events.
o Monitor and maintain office equipment, ensuring functionality.
o Assist with managing vendor relationships for services such as cleaning, IT support, and maintenance.
4. Documentation and Filing:
o Organize and maintain both physical and electronic files, ensuring accurate documentation.
o Ensure that office documentation is up-to-date, including contracts, invoices, and client-related paperwork.
5. Coordination and Liaison:
o Assist with organizing and coordinating office events, conferences, or meetings as required.
o Help prepare materials for internal and external events.
6. Effective Use of Office Software:
o Use office management software effectively for scheduling, document management, and communication.
o Maintain accurate data in office management systems.
o Assist in generating reports, handling invoicing, or managing calendars using office software systems.
Qualifications
* Proven experience in a similar role.
* Excellent verbal and written communication skills.
* Strong organizational skills and attention to detail.
* Ability to prioritize tasks and manage multiple responsibilities effectively.
* Proficient in MS Office Suite and office management software.
* Professional phone etiquette and interpersonal skills.
* Ability to handle sensitive and confidential information.