Receptionist

Job Title : RECEPTIONIST Department : Human Resource and Admin Report to : Human Resource Manager
JOB SCOPE
The receptionist will be the first point of contact for visitors, clients, and vendors in a multi-tenant office building. The role involves welcoming guests, managing communications, ensuring office cleanliness, and supporting office operations to maintain a professional and efficient environment.
JOB RESPONSIBILITIES
Visitor Management:
• Welcome, direct, and provide information to visitors, clients, and vendors.
• Monitor visitor access and maintain security protocols.
• Ensure the reception area and meeting rooms are organized, clean, and properly booked.
Communication Handling:
• Handle incoming calls, route, and answer calls appropriately.
• Act as a central point for receiving letters and documents from vendors or customers, and
pass them to the relevant person/department.
Mail and Deliveries:
• Receive and sort daily mail and deliveries.
• Coordinate for gift opening or voucher distribution to customers.
Administrative Support:
• Schedule and organize meetings and appointments as needed.
• Assist with data entry, filing, and office management tasks.
• Monitor monthly maintenance schedules for air conditioning, printers, and copy machines.
• Purchase and control office supplies to ensure they meet the needs of employees and the company.
• Assist in organizing company events.
Customer Service:
• Provide information and address inquiries from visitors, clients, and employees.
• Ensure high standards of customer service at all times.
Office Maintenance:
• Ensure cleanliness and orderliness in the reception and office areas.
• Manage public services including pest control, cleaning, and security.
Emergency Protocols:
• Familiarity with emergency procedures and guide visitors and employees during emergencies
Miscellaneous Tasks:
• Perform other tasks assigned by the manager as needed.
• Prepare daily and weekly check list to line manager JOB REQUIREMENT
• University students, fresh graduate or bachelor degree in business administration or related filed.
• Proven work experience as receptionist, front office representative would be a plus.
• Proficiency in Microsoft Office Suite.
• Hands-on experience with office equipment (e.g., printers, shredder machine and projector).
• Ability to be resourceful and proactive when issues arise.
• Willing to learn and support the team.
• Able to work under pressure.
• Excellent organizational skills.
• Multitasking and time-management skills, with the ability to prioritize tasks.
• Solid written and verbal communication skills.
• Good Communication and customer service attitude.
• Teamwork skills, Time management and multitasking abilities.
• Technology Skills: Experience with visitor management systems and basic IT troubleshooting.
• Cultural Sensitivity: Ability to interact with diverse groups of people and maintain a welcoming
atmosphere.
• Language Skills: Proficiency in multiple languages, if relevant, can be a plus for dealing with
international visitors.

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