The Receptionist is responsible for providing secretarial, clerical & administrative support in order to ensure that high levels of municipal service, diplomacy & communication skills are provided in an effective & efficient manner.
Detailed Roles and Responsibilities:
Able to work as a focal contact point between administration department and other departments
Respond promptly to customer inquiries.
Research required information using available resources.
Record details of inquiries, comments and complaints.
Enter customer information when needed.
Handle all incoming/outgoing telephone calls and connect the caller to the correct department or required person in the Company and assist callers in a polite and pleasing manner.
Maintain contact list and assist the company employees in calling outside parties / agencies.
Attend to visitors to the company premises and guide them to the appropriate person / department.
Problem Solving:
Handle and resolve Visitors/Guests or angry callers enquiries or complaints efficiently.
Handle and resolve customer complaints.
Receptionist should be able to identify any problem from any caller and try to transfer the call to the concerned department.
Accountability:
Assist the superior in the smooth and efficient running of a comprehensive office while ensuring high levels of diplomacy and communication skills.
Attend to visitors and deal with enquiries on the phone and face to face. Supply information regarding the organization to the general public, clients and customers.
Decisions with big impact on the department should always be taken directly from the supervisor or the HOD
Accountable for office equipment at front reception desks.
Ensures knowledge of staff movements in and out of organization.
General:
Take and relay messages when required.
Greet and direct guests entering organization.
Deal with queries from the public and customers.
General administrative and clerical support
Prepare letters and documents when required
Receive and sort mail and deliveries.
Schedule appointments when requested
Maintain appointment diary either manually or electronically
Maintain a tidy Reception at all times.
To undertake any other duty as requested by the supervisor or manager.
