Receptionist / Front Desk Officer

Main duties and responsibilities:

• Greets warmly and assist visitors, clients, and customers upon arrival;
• Receives and assists guests to the office courteously and replies to queries by providing information while being as prudent as possible;
• Answers phones from prospective customers and guests, taking messages and delivering same to concerned ;
• Responds to all guests or visitors questions and requests by forwarding phone calls to concerned person;
• Handles client complaints in consultation or connecting them with concerned managers as urgently as possible ;
• Assists visitors to leave messages where the employee desired is not around and ensures that the messages are received;
• Manages and route incoming calls to the appropriate personnel;
• Effectively communicates information to guests and internal staff;
• Handles inquiries and provide information about the organizations services;
• Ensures proper sign-in procedures for visitors and issue visitor badges;
• Directs visitors to the relevant person or department;
• Provides excellent customer service, addressing inquiries and concerns;
• Maintains a professional and friendly manner at all times;
• Maintains accurate and up-to-date records of visitor logs, calls, and appointments;
• Contributes to the organization and maintenance of office filing systems;
• Organizes the documents at the reception area regularly displaying relevant and useful information for the attention of guests and visitors;
• Makes appointments for staff and reminding them of approaching appointments
• Ensures urgent messages are followed up accordingly by the staff member concerned;
• Makes official phone calls on behalf of executive members and senior managers;
• Maintains an attractive, pleasant and neat front desk area;
• Updates staff contact sheet on any changes as required;
• Assists with administrative and clerical tasks as needed;
• Reports any telephone faults to the IT Officer or etho-telecom for immediate maintenance;
• Prepares periodic reports and submit to immediate supervisor;
• Performs other similar activities as signed by his/her immediate supervisor.

Education:

• BA degree in Management, Business Administration, Office Management or related fields.

Work Experience:

• 5 years and above work experience in similar companies or National or International Hotel with a minimum of 5 years work experience as receptionist.

Competencies:

• Strong interpersonal and communication skills
• Proficient in Microsoft Office and basic office software
• Organized, detail-oriented, and capable of multitasking
• Ability to maintain a positive, friendly attitude
• Excellent organizational and multitasking skills
• Professional attitude and appearance
• Problem-solving abilities
• Excellent customer service skills
• Flexibility and the ability to respond appropriately to changing situations
• Discretion and sensitivity
• The ability to maintain professional standards under pressure
• Strong IT skills and knowledge of booking systems and software
• Excellent administration and organizational skills.