Office Admin/Receptionist

Reception Duties:

• Greet and welcome visitors, ensuring a positive and professional first impression.
• Answer and direct incoming phone calls, emails, and inquiries promptly and courteously.
• Maintain the reception area’s cleanliness and tidiness.
• Coordinate visitor access and issue security badges as necessary.
• Receive and distribute mail, packages, and deliveries efficiently.

Administrative Support:

• Provide general administrative support to various departments.
• Schedule and coordinate appointments, meetings, and conference room bookings.
• Assist with travel arrangements and accommodations for staff members when required.
• Prepare and maintain documents, reports, and correspondence.
• Maintain office supplies inventory and place orders as needed.
• Manage office equipment and coordinate repairs or maintenance.

Communication and Correspondence:

• Maintain a professional and helpful attitude when interacting with clients, employees, and visitors.
• Respond to inquiries and provide accurate information about the company’s products, services, and policies.
• Effectively relay messages, take accurate notes, and distribute information internally.
• Assist with drafting and proofreading internal and external communications.

Data Management:

• Organize and maintain physical and electronic filing systems.
• Update and maintain contact lists, databases, and records.
• Handle sensitive and confidential information with discretion.
• Perform basic bookkeeping tasks, such as recording expenses and processing invoices.

Office Maintenance and Coordination:

• Coordinate office maintenance and repairs, including liaising with vendors and service providers.
• Monitor and ensure adequate stock of office supplies and pantry items.
• Oversee the cleanliness and organization of common areas and meeting rooms.
• Support the onboarding process for new employees, including setting up workstations and coordinating access.