Job Description: Receptionist

Department: Facilities Management
Reports To: Facilities Manager / Office Manager
Employment Type: Full-Time

Position Summary

The Receptionist serves as the first point of contact for visitors, clients, and employees, providing a professional and welcoming experience. This role is responsible for managing front desk operations, handling inquiries, coordinating visitor access, and providing administrative support to ensure smooth daily operations within the facility.

Key Responsibilities

Front Desk and Visitor Management

• Greet and welcome visitors, clients, and guests in a professional and friendly manner
• Manage visitor check-in process including sign-in procedures, issuing visitor badges, and notifying hosts
• Maintain visitor logs and ensure compliance with building security protocols
• Escort visitors to meeting rooms or designated areas as needed
• Monitor reception area to ensure a clean, organized, and professional appearance

Communication and Inquiries

• Answer and direct incoming phone calls promptly and professionally
• Respond to general inquiries via phone, email, and in person
• Provide information about the facility, building amenities, and company directory
• Take and relay accurate messages to appropriate staff members
• Handle mail, courier deliveries, and package distribution

Administrative Support

• Schedule and coordinate meeting room bookings and setup
• Maintain office supplies inventory and place orders as needed
• Assist with document preparation, photocopying, scanning, and filing
• Support facilities team with administrative tasks and special projects
• Update and maintain contact lists, directories, and internal databases

Security and Access Control

• Monitor building access and ensure only authorized personnel enter secure areas
• Issue temporary access cards or keys and track their return
• Report security concerns or incidents to facilities management immediately
• Ensure compliance with health and safety protocols at building entry points
• Coordinate with security personnel for visitor escorts when required

Event and Meeting Coordination

• Assist with setup and coordination for meetings, events, or client visits
• Arrange catering, audio-visual equipment, and room configurations as requested
• Prepare welcome materials or information packets for visitors
• Communicate event schedules and requirements to relevant teams

Facility Support

• Report maintenance issues, equipment malfunctions, or facility concerns to appropriate teams
• Coordinate with vendors for deliveries, services, or facility-related appointments
• Monitor common areas and alert facilities team to cleanliness or safety issues
• Assist with emergency procedures and building evacuations as trained

Qualifications

Required:

• High school diploma or equivalent; additional certification in Office Administration is a plus
• 1-2 years of experience in a receptionist, customer service, or administrative role
• Excellent verbal and written communication skills
• Professional appearance and demeanor
• Strong interpersonal skills with ability to interact with diverse audiences
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Ability to multitask and remain organized in a busy environment
• Reliable, punctual, and detail-oriented

Preferred:

• Experience in corporate or commercial office environments
• Familiarity with visitor management systems or access control software
• Bilingual capabilities
• Knowledge of phone systems and office equipment

Key Competencies

• Customer service excellence
• Communication and interpersonal skills
• Professionalism and discretion
• Organization and time management
• Problem-solving and adaptability
• Teamwork and collaboration
• Attention to detail

Working Conditions

• Office-based role at building reception or front desk
• Standard business hours; may include occasional early start or extended hours for events
• Primarily sedentary work with periods of standing and walking
• Frequent interaction with visitors, clients, and staff
• Professional dress code required