Receptionist

Job purpose

This position exists to perform building-related administrative tasks efficiently, in a timely manner and quality standards as per the defined policies and procedures to achieve departmental operational plans and developments.

Key accountability areas

Meeting room management:
Oversee the scheduling and reservation of all meeting and conference rooms.
Ensure proper preparation and setup for meetings and conferences.
Monitor and manage meeting room availability and usage to optimize space allocation.

Administrative & tenant support:
Act as the main point of contact for tenants and building occupants regarding meeting room use and building services.
Provide administrative support as required, including assisting with inquiries, requests, and complaints.
Respond promptly to requests from visitors and guests, keeping them informed of the status of their requisitions.

Complaint management:
Handle complaints received through phone, email, or other communication channels.
Resolve issues in a timely and professional manner while ensuring tenant satisfaction.

Cross-department coordination:
Collaborate with other divisions, departments, sections, and colleagues to ensure seamless service delivery to tenants, visitors, and guests.

Reception procedures:
Manage all reception procedures for the head office, ensuring a smooth and professional front desk operation.
Register visitors’ information in the visitor log and issue access cards when necessary.
Greet visitors and provide them with necessary access or instructions for their meetings.

Shipments:
Oversee the sending and receiving of shipments, ensuring accurate data entry and communication with recipients.
Contact receivers and ensure prompt and accurate delivery of parcels.

Role accountability

HR proficiency:
Ability to obtain updated soft and technical skills related to the job.

Delivery:
Perform the planned activities to meet the operational and development targets as per delivery schedules.
Utilize resources effectively to achieve objectives within efficient cost and time.
Provide a periodic report detailing the deviation and execution of planned tasks.

Problem-solving:
Solve any related problems that arise and escalate any complex operational issues.

Quality:
Ensure quality requirements to develop effective quality control and processes including specifications for products, processes, or related activities.

Business process improvements:
Coordinate well-defined written systems, policies, procedures, and seek automation opportunities as much as possible.

Compliance:
Comply with related policy, procedures, and work instructions.

Health, safety, and environment:
Ensure compliance with relevant safety, quality, and environmental management procedures and controls within defined area of work activity to guarantee safety, legislative compliance, and delivery of high-quality products and services.

Academic qualification

Diploma degree in administration institute or any relevant field

Work experience

2 to 4 years

Technical / functional competencies

• Adaptability
• Analytical thinking
• Archiving
• Communication
• Creativity
• Customer service oriented
• Initiative
• MS Office
• Research analysis
• Teamwork
• Time management
• Well organized
• Work under pressure