Greeting Visitors: Welcoming visitors, clients, and customers as they arrive at the office or reception area. Providing a warm and professional first impression of the organization. Answering and Directing Calls: Handling incoming phone calls, routing them to the appropriate person or department, or taking messages accurately and promptly. Scheduling Appointments: Managing calendars and scheduling appointments for executives or staff members. Coordinating meeting rooms and ensuring schedules are organized and up-to-date. Managing Visitor Access: Ensuring security protocols are followed by verifying visitor identities, issuing visitor badges, and directing visitors according to security guidelines. Handling Correspondence: Sorting and distributing incoming mail and packages. Assisting with outgoing mail and ensuring it is sent out promptly. Providing Information: Responding to inquiries from clients, customers, or the public regarding the organization’s products, services, or policies. Providing basic information and directing inquiries to the appropriate person or department. Maintaining Reception Area: Keeping the reception area tidy and presentable at all times. Ensuring magazines, brochures, and promotional materials are neatly displayed. Administrative Support: Assisting with various administrative tasks such as data entry, filing, photocopying, and scanning documents. Providing support to other administrative staff or departments as needed. Booking Travel Arrangements: Assisting employees with booking flights, accommodations, and transportation for business trips or meetings. Coordinating Meetings: Arranging refreshments and catering for meetings. Ensuring meeting rooms are set up with necessary equipment and materials. Handling Emergencies: Acting as a point of contact during emergencies or evacuations. Following established protocols to ensure the safety and well-being of employees and visitors. Technology Proficiency: Using office equipment such as multi-line phone systems, fax machines, printers, and computer software (e.g., Microsoft Office suite, email clients). Receptionists may also assist with basic IT troubleshooting or escalate technical issues to the appropriate personnel.