Job Description

Responsibilities of a Receptionist:

Greeting and Welcoming Visitors:

Greet visitors and clients upon arrival. Ensure visitors sign in and provide them with necessary information or directions. Notify appropriate staff members about visitor arrivals.

Answering and Directing Phone Calls:

Answer phone calls, screen them, and direct them to the appropriate person or department. Take messages and ensure that they are delivered promptly. Handle inquiries and resolve basic issues or concerns.

Managing Appointments and Scheduling:

Schedule appointments, meetings, and conferences for staff and management. Maintain an organized calendar of events, appointments, and room reservations. Send reminders and confirm appointments as needed.

Administrative Support:

Perform general office duties like filing, typing, data entry, and managing office supplies. Assist with preparing documents, presentations, and reports. Handle incoming and outgoing mail and packages.

Customer Service:

Provide excellent customer service by addressing inquiries, complaints, or requests professionally. Ensure a welcoming and pleasant atmosphere for visitors, clients, and employees.

Maintaining Office Organization:

Ensure the reception area is neat, organized, and presentable at all times. Monitor and maintain office supplies, such as stationery and refreshments.

Handling Confidential Information:

Maintain confidentiality when handling sensitive information related to clients or company operations.

Basic Troubleshooting:

Help with minor office equipment issues (e.g., printers, copiers). Report any technical or facility-related problems to the appropriate department.

Skills and Qualifications:

Strong Communication Skills:

Clear and polite communication (both verbal and written) is essential for interacting with clients and staff.

Organizational Skills:

Ability to manage multiple tasks, prioritize responsibilities, and stay organized in a busy environment.

Customer Service Orientation:

A friendly, approachable attitude and the ability to handle inquiries, complaints, and requests effectively.

Professional Appearance:

As the first point of contact for the organization, receptionists are expected to maintain a professional demeanor and appearance.

Time Management:

Ability to manage time efficiently and handle multiple tasks while maintaining a calm and organized approach.

Technical Proficiency:

Familiarity with office equipment (phones, copiers, fax machines) and basic computer programs (email, word processing, scheduling software, etc.). Knowledge of CRM software and databases can be a plus.

Attention to Detail:

Ensuring that messages, appointments, and documents are accurate and error-free.

Problem-Solving Skills:

Ability to resolve issues quickly and effectively, especially when handling customer complaints or scheduling conflicts.

Multitasking Abilities:

Receptionists often need to handle multiple tasks simultaneously, such as answering calls while greeting visitors or scheduling appointments.

Typical Requirements:

Education

: A high school diploma or equivalent is often required. Some employers may prefer candidates with additional education (such as a college degree in business or administration).

Experience

: Prior experience in customer service or administrative roles can be beneficial.

Career Growth

Receptionists can advance into more senior administrative roles, such as administrative assistants, office managers, or executive assistants, as they gain experience and skills.

Language : Tagalog and English

Currently living in AJMAN UAE

Job Types: Full-time, Permanent