JOB TITLE: Receptionist

REPORTS TO: Services Administration Supervisor

DEPARTMENT: Services

SPECIAL FACTORS:

JOB PURPOSE STATEMENT:

Provides a professional and courteous reception service to visitors and personal callers and maintains the reception area.  Answers telephones and routes the calls. Performs a variety of office related duties as required.

ESSENTIAL DUTIES & RESPONSIBILITIES:  

  1. Receive all Visitors, Contractors, Customers and General Public Figures in the Reception Area.
  2. Recording of all Visitors, Contractors, Customers and General Public Figures.  
  3. Direct Visitors, Contractors, Customers and General Public Figures to Staff Member/s only on conformation of visit/appointment.
  4. To ensure that Staff Member meet the Visitor, Contractor, Customer or General Public figures from the Reception Area and escort them to the meeting room.
  5. Ensure that Visitor, Contractor, Customer or General Public Figures are being signed out before leaving the company premises.
  6. Administer routine meeting arrangements and/or security badge issue and collection for visitors.
  7. Direct deliveries to the corporate mail room and advice addressee for collection.
  8. Maintain the Reception Area in a tidy condition up to the PG corporate image.
  9. Facilitate a smooth internal and external corporate communication by professionally handle incoming phone calls and connect callers to the appropriate Department/extension according to the general nature of the call.
  10. Take and pass on messages as requested.
  11. Connect out-going international calls and maintain records of such calls.
  12. Reporting of all Bio Matrix Finger Print Access Control System failures to the Security Manager.
  13. Constant Security awareness actions in and around the Reception/Lift Lobby areas.
  14. Mange the planning & booking of H.O.meeting/conference rooms.
  15. Responding professionally and discreetly to Public inquiries – NOT ALLOWED MAKING ANY STATEMENTS OR COMMENTS ON BEHALF OF THE COMPANY.
  16. Will not leave the Reception Area unmanned at any point in time – need to confirm with department for a reliever during lunch breaks.
  17. Receive record and handle customer complaints and direct them to the appropriate channels.
  18. Perform any other miscellaneous job related duties.

MINIMUM REQUIREMENTS FOR THE JOB:

QUALIFICATIONS

High School Pass Diploma in Secretarial Practice

EXPERIENCE

2 years experience as a Receptionist

KNOWLEDGE

  • Good fluency in spoken and written English; Knowledge of Arabic preferred.
  • Computer literate – Knowledge of MS Office packages.
  • Knowledge of some admin functions, such as courier mail, ticketing, hotel reservation, etc.

SKILLS & ABILITIES

  • Organizing and coordinating skills.
  • Ability to make administrative and procedural decisions.
  • Records maintenance skills.
  • Word processing and/or data entry skills.
  • Good communication and Receptionist skills.
  • Database and records management skills.
  • Ability to communicate effectively, both orally and in writing.
  • Analytical and Problem solving skills.
  • Decision making skills.
  • Good interpersonal skills and the ability to work effectively with others.