Receptionist at Calltronix Contact & Training Centre

Job description

JOB PURPOSE The Receptionist will be responsible for managing the front office and reception area, ensuring a professional and welcoming experience for visitors, clients, employees, and other stakeholders. The role will also provide administrative support, coordinate communication, maintain accurate records, and support the smooth day-to-day operations of the office. KEY RESPONSIBILITIES Reception and Front Office Management Manning the reception desk and ensuring it is attended during working hours. Welcoming and assisting visitors, clients, candidates, and other stakeholders in a professional and courteous manner. Receiving, screening, and directing incoming calls to the appropriate departments or employees. Receiving and directing visitors while ensuring adherence to company access and security procedures. Maintaining an accurate visitor register and ensuring all visitors are appropriately received and attended to. Receiving, sorting, and distributing incoming mail, courier deliveries, and other correspondence. Coordinating outgoing mail and courier services where required. Maintaining a clean, organized, and professional reception area. Responding to general inquiries and directing requests to the appropriate departments. Attendance and Administrative Support Preparing and maintaining daily staff attendance records. Sharing attendance reports with the relevant departments/HR within the required timelines. Supporting the identification and reporting of late arrivals, early departures, and unexplained absences. Maintaining accurate administrative records and filing documents appropriately. Assisting with the preparation, printing, scanning, photocopying, and distribution of documents. Supporting the scheduling and coordination of meetings, interviews, appointments, and visitors. Assisting with meeting room bookings and ensuring meeting areas are prepared as required. Supporting general office administration and coordination of day-to-day office requirements. Communication and Coordination Handling telephone and general reception inquiries professionally and efficiently. Taking and relaying accurate messages to employees and departments. Coordinating communication between visitors and the relevant employees. Maintaining professional communication with clients, service providers, candidates, and other stakeholders. Escalating urgent or sensitive matters to the appropriate person promptly. Office Support Monitoring reception and general office supplies and notifying the relevant person when replenishment is required. Supporting the coordination of office maintenance, repairs, cleaning, and other facilities-related matters. Assisting with the coordination of staff identification/access cards and visitor access where applicable. Supporting the organization of staff meetings, events, training sessions, and other office activities. Maintaining confidentiality of company, employee, client, and visitor information. Ensuring compliance with company policies, procedures, and office protocols. Additional Responsibilities Providing administrative support to the HR, Administration, and Operations teams as required. Assisting with recruitment activities, including receiving candidates, maintaining interview schedules, and directing candidates to the appropriate interview areas. Maintaining professionalism and a high standard of customer service at all times. Identifying administrative gaps and escalating them to the relevant supervisor. Performing any other duties and responsibilities that may reasonably be assigned by management from time to time. QUALIFICATIONS AND EXPERIENCE Diploma or Degree in Business Administration, Office Administration, Business Management, or a related field. Minimum of one (1) year of relevant experience in reception, front office, and/or office administration duties. Proficiency in Microsoft Office applications, including Word, Excel, and Outlook/email. Good written and verbal communication skills. Strong organizational and administrative skills. Good interpersonal and customer service skills. Ability to maintain confidentiality and handle information professionally. Ability to multitask, prioritize, and work effectively in a busy office environment. Professional, presentable, courteous, and approachable. Strong attention to detail and ability to maintain accurate records. KEY COMPETENCIES Excellent communication and interpersonal skills. Customer service orientation. Professionalism and courtesy. Organization and time management. Attention to detail. Confidentiality and discretion. Teamwork and collaboration. Problem-solving skills. Ability to work under pressure and manage multiple tasks. Proficiency in office administration and record keeping. PERFORMANCE EXPECTATIONS The successful candidate will be expected to: Maintain a professional and well-managed reception area. Ensure visitors, calls, and correspondence are handled promptly and professionally. Maintain accurate and timely staff attendance records. Provide reliable administrative support to the organization. Demonstrate professionalism and confidentiality when handling employees, clients, visitors, and company information. Complete assigned administrative tasks within agreed timelines.