Receptionist Cum Admin

Job Title: Receptionist Cum Admin
Job Summary: A Receptionist cum Admin is a key administrative role that combines front desk duties with additional administrative tasks within the organization. This position requires an individual to handle the initial point of contact for visitors and clients while also managing various office functions such as scheduling, office management, and document organization. The role demands excellent communication, multitasking, and organizational skills to ensure smooth operations of both the reception area and administrative duties.
Key Responsibilities: 1. Front Desk and Reception Duties: Greeting Visitors: Welcome and check-in visitors, clients, and employees in a friendly and professional manner. Answering Phones: Handle incoming calls, direct them to the appropriate department, and take messages when necessary. Managing Appointments: Schedule meetings, appointments, and conferences for staff, ensuring that the calendar is up-to-date and well-organized. Visitor Logs and Badges: Maintain a record of visitors, issue visitor badges, and notify relevant personnel about their arrival. Directing Inquiries: Assist with general queries or direct visitors and clients to the relevant departments or individuals. 2. Administrative Support: Document Management: Handle office documents such as filing, photocopying, scanning, and organizing reports, contracts, and correspondence. Data Entry: Perform data entry tasks including maintaining databases, updating contact information, and managing spreadsheets. Office Supplies: Oversee office supplies inventory, including ordering and replenishing items as necessary. Ensure that all necessary office materials are available and stocked. Mail Handling: Sort and distribute incoming mail and packages, and ensure that outgoing mail is sent on time. Scheduling and Coordination: Organize internal meetings, employee appointments, and external appointments or events, coordinating with all involved parties. 3. Customer Service and Client Relations: Client Interaction: Act as the first point of contact for clients and customers, addressing their needs with a positive and professional attitude. Responding to Queries: Answer inquiries about services, products, or company information via phone, email, or in person. Providing Information: Ensure that clients or visitors have all necessary information and are directed to the appropriate department for further assistance. 4. Office Coordination: Maintaining Office Organization: Ensure the office space, including the reception area, is always clean, organized, and presentable. Managing Office Equipment: Coordinate the maintenance and proper functioning of office equipment like printers, fax machines, phones, and computers. Assisting with Office Events: Help in planning and organizing company events, meetings, and other office activities, ensuring smooth logistics and coordination. 5. HR and Payroll Assistance (if applicable): Employee Assistance: Assist in handling basic HR tasks like managing attendance, leave records, and maintaining employee files. Onboarding Support: Help with new employee onboarding processes by preparing induction materials, managing schedules, and ensuring a smooth transition. Payroll Assistance: Assist in the payroll process by collecting necessary documentation, preparing reports, or liaising with the finance department for payroll-related queries. 6. Handling Administrative Documentation: Managing Records: Keep accurate records of employee documents, reports, and other important administrative materials. Filing and Archiving: Organize and maintain both digital and paper files in a systematic manner to ensure easy retrieval. Report Generation: Help in creating and managing weekly, monthly, or quarterly reports related to office performance or employee activity. 7. General Office Support: Support to Teams: Provide general administrative support to other departments as needed, such as preparing presentations, meeting materials, and assisting with project coordination. 8. Office Cleanliness: Ensure that the office environment is clean and organized, reporting any maintenance issues to the relevant department. Assist Senior Management: Provide administrative assistance to senior managers or executives, such as managing their schedules, preparing meeting agendas, and taking minutes.
Job Profile : Receptionist Cum Admin
Industry : office-assistant