A receptionist/general assistant is an individual who plays a crucial role in managing the front desk and providing administrative support in an organization. They typically work at the front desk or reception area, serving as the first point of contact for visitors, clients, and employees. They provide support to various departments and personnel within the organization. Receptionist/General Assistant
Job Highlights
- Job Role: Receptionist
Responsibilities
- Greeting and welcoming visitors, clients, and employees as they arrive at the office.
- Answering incoming phone calls, taking messages, and directing calls to the appropriate individuals or departments.
- Managing and organizing appointments, meetings, and conference room schedules.
- Handling incoming and outgoing mail, packages, and deliveries.
- Maintaining a clean and organized reception area, ensuring it reflects a professional image.
- Handling internal and external inquiries and providing information when appropriate.
- Collaborating with other administrative staff to ensure efficient office operations.
- Maintaining confidentiality and handling sensitive information with discretion.
- Following company procedures and protocols to ensure compliance and security.
- Being knowledgeable about the organization’s products, services, and personnel to effectively answer questions or direct inquiries.
Skills
- Front Desk Operations: Greeting visitors, clients, and employees as they arrive, and providing them with a warm welcome. They direct visitors to the appropriate individuals or departments, answer general inquiries, and provide necessary information about the organization.
- Telephone and Email Management: Answering and transferring phone calls, taking messages, and responding to inquiries. Receptionists may also manage the organization’s general email account, ensuring prompt and professional responses to emails.
- Appointment Scheduling: Managing the appointment calendar and scheduling meetings, appointments, and conference rooms. They coordinate with staff members and maintain an organized schedule to ensure efficient use of time and resources.
- Administrative Support: Assisting with various administrative tasks such as photocopying, filing, scanning documents, and maintaining records. They may also assist with data entry, report preparation, and other administrative duties as needed.
- Mail and Package Handling: Receiving and distributing incoming mail and packages. They ensure the timely delivery of mail to appropriate recipients and coordinate outgoing mail or shipments.
- Office Supplies and Inventory Management: Monitoring and ordering office supplies, ensuring that necessary items are stocked. Receptionists may also keep track of inventory, conduct periodic inventory audits, and maintain supply storage areas.
- Security and Access Control: Monitoring access to the premises, issuing visitor badges, and maintaining security protocols. Receptionists may be responsible for ensuring the safety and security of the office environment, including monitoring surveillance systems and coordinating with security personnel.
Qualification
- Strong Communication
- Good customer care skills
- High School Diploma
- 2-3 years of related experience
Preferred Candidate
Residence Location: Qatar. Receptionist/General Assistant
Gender: Female
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