Required Receptionist - Coimbatore

Job Title: Receptionist Job Summary: A Receptionist is the first point of contact for visitors, clients, and employees in an organization. This role involves managing front desk operations, greeting visitors, answering phone calls, scheduling appointments, and providing general administrative support. A receptionist must be friendly, professional, organized, and efficient, ensuring smooth communication between the organization and its guests.
Key Responsibilities: Greeting and Assisting Visitors: Welcome visitors, clients, and employees with a friendly and professional demeanor. Ensure all visitors sign in, issue visitor badges, and inform relevant staff of their arrival. Answer any initial queries or direct visitors to the appropriate departments or personnel. Handling Phone Calls: Answer and direct incoming phone calls to the correct department or individual, taking messages when necessary. Provide information over the phone regarding the organization, services, or products as required. Maintain a polite and professional tone when handling calls, ensuring clear and effective communication. Scheduling and Appointments: Manage and schedule appointments, meetings, and conferences for executives or other staff members. Maintain a calendar of appointments, ensuring that meetings are scheduled efficiently and no conflicts arise. Coordinate with relevant departments to confirm meeting details, including time, location, and necessary resources. Administrative Support: Perform basic administrative tasks, such as filing, data entry, photocopying, faxing, and preparing documents. Manage office supplies, ensuring that inventory is kept up to date, and placing orders as needed. Prepare and distribute mail, packages, and other correspondence. Assist with the preparation of reports, presentations, and other business documents. Managing Office Environment: Ensure the reception area and lobby are tidy, welcoming, and organized at all times. Set up meeting rooms or conference areas with required equipment, refreshments, and materials. Ensure that office equipment, such as the phone system, fax machine, and computers, are functioning properly. Maintaining Security Protocols: Follow company protocols regarding visitor access, ensuring the safety and security of the workplace. Monitor who enters and exits the premises, especially for security-sensitive areas. Alert relevant staff or security personnel if any unusual activity or situations arise. Handling Inquiries and Requests: Provide general information to guests, clients, and employees regarding company services, policies, or procedures. Assist with any special requests or inquiries, ensuring that individuals are supported appropriately. Troubleshoot minor issues or escalate matters to appropriate personnel when necessary. Coordination with Other Departments: Coordinate with other departments to ensure smooth operations and communication across the organization. Assist other administrative staff with tasks such as filing documents or preparing presentations when required. Handling Payments (if applicable): Accept payments or manage billing inquiries for certain services (e.g., event space bookings or customer service payments) when necessary. Provide receipts and ensure payment transactions are recorded accurately.
Job Profile : Receptionist
Industry : office-assistant