Greeting Visitors: Welcome visitors and guests as they arrive at the office or reception area. Provide a warm and friendly greeting, inquire about their purpose for visiting, and direct them to the appropriate person or department. Answering Phones: Operate a multi-line telephone system to answer incoming calls promptly and professionally. Provide information, take messages, and transfer calls to the appropriate individuals or departments as needed. Managing Inquiries: Respond to inquiries from visitors, callers, and clients regarding company services, products, or general information. Provide accurate and helpful responses or direct inquiries to the appropriate personnel. Appointment Scheduling: Schedule appointments, meetings, and conference room bookings for staff members, clients, and visitors. Coordinate calendars, confirm appointments, and notify relevant parties of any changes or cancellations. Mail Handling: Receive, sort, and distribute incoming mail, packages, and deliveries. Prepare outgoing mail, packages, and courier shipments as needed, ensuring timely dispatch and delivery. Administrative Support: Provide administrative support to staff members, such as photocopying documents, filing paperwork, and preparing correspondence. Assist with data entry, record-keeping, and other clerical tasks as assigned. Maintaining Reception Area: Ensure that the reception area is clean, organized, and presentable at all times. Arrange seating, magazines, and promotional materials for visitors' comfort and convenience. Security Procedures: Monitor access to the premises by issuing visitor badges, verifying identification, and enforcing security protocols. Notify appropriate personnel of any security concerns or unauthorized individuals on the premises. Technology Management: Operate and maintain office equipment such as telephones, printers, copiers, and fax machines. Troubleshoot minor technical issues and escalate more complex problems to IT support as necessary. Customer Service: Provide excellent customer service to all visitors, callers, and clients. Address inquiries and concerns promptly, professionally, and with a positive attitude to ensure a positive experience for all. Confidentiality: Handle sensitive information with discretion and maintain confidentiality regarding visitors, clients, and organizational matters. Team Collaboration: Collaborate with colleagues and other departments to ensure smooth communication and coordination of tasks. Assist with special projects or tasks as assigned by management.