Receptionist

Overview

The Receptionist will be the first point of contact for visitors, ensuring a welcoming and professional environment. This role involves managing front desk operations, maintaining office procedures, and facilitating smooth communication within the organization. The ideal candidate will possess excellent organizational, communication, and multitasking skills.

Responsibilities & Duties

1. Welcome and direct visitors appropriately while maintaining a professional demeanor.
2. Notify relevant employees of visitor arrivals.
3. Monitor security and telecommunications systems.
4. Handle inquiries from visitors, calls, and emails, providing accurate information.
5. Maintain and organize visitor logs.
6. Ensure the reception area is neat, organized, and compliant with office procedures.
7. Track office supply inventory and manage expenses.
8. Receive deliveries and distribute mail and packages to the appropriate departments.

Skills

1. Clear communication skills for effective interaction with visitors and staff.
2. High level of professionalism and courtesy.
3. Excellent time management to handle multiple tasks efficiently.
4. Proficiency in office software systems, including Gmail, MS Excel, MS Word, and Adobe PDF.
5. Strong multitasking and teamwork abilities.
6. Faultless administrative skills to ensure smooth operations.

Personal Characteristics

1. Friendly, approachable, and professional demeanor.
2. Highly organized and detail-oriented.
3. Proactive and efficient in handling administrative tasks.
4. Reliable and adaptable to changing priorities.
5. Strong problem-solving abilities and a collaborative attitude.

Minimum Qualifications

1. Diploma or Degree in any relevant field.
2. At least 3 years of experience in a similar or secretarial position.
3. Fluency in English and Kiswahili.
4. IT literacy, particularly in Gmail, MS Excel, MS Word, and Adobe PDF.

Certification & Licenses

(Optional: None explicitly mentioned but relevant certifications in office management or administrative support can be an added advantage.)