Greeting Visitors: Welcome and greet visitors, clients, and customers in a professional and courteous manner. Direct them to the appropriate person or department based on their needs. Answering and Forwarding Calls: Manage incoming calls on a multi-line phone system. Answer inquiries, provide information, and transfer calls to the appropriate staff members or departments. Scheduling Appointments: Schedule appointments and meetings for clients, customers, and staff. Coordinate room bookings and ensure meeting spaces are prepared with necessary amenities. Handling Mail and Deliveries: Receive, sort, and distribute incoming mail, packages, and deliveries. Prepare outgoing mail and packages for shipment or courier pickup. Customer Service and Inquiry Handling: Assist visitors and callers with general inquiries about the organization, products, or services. Provide accurate information or refer inquiries to the appropriate personnel. Maintaining Reception Area: Ensure the reception area is clean, organized, and presentable at all times. Arrange reading materials, brochures, and promotional materials for visitors. Administrative Support: Provide administrative support to staff members as needed, such as photocopying, scanning, filing documents, and data entry tasks. Security and Access Control: Monitor visitor access and maintain security protocols. Issue visitor badges or passes, record visitor information, and ensure compliance with safety and security procedures. Communication Management: Manage incoming and outgoing emails, faxes, and electronic communications. Relay messages promptly to appropriate recipients. Appointment Reminders and Follow-ups: Send appointment reminders to clients or customers and follow up on appointments to confirm attendance or reschedule as necessary. Technology and Office Equipment: Operate and maintain office equipment including computers, printers, fax machines, and photocopiers. Troubleshoot minor technical issues or escalate to IT support when needed. Professionalism and Etiquette: Demonstrate professionalism, discretion, and confidentiality in handling sensitive information and interactions with visitors, clients, and colleagues.