As an Office Receptionist, your primary role is to provide exceptional customer service and administrative support to ensure the smooth functioning of the office. You will be responsible for greeting and assisting visitors, answering and directing phone calls, and managing various administrative tasks. Your friendly and professional demeanor will create a positive first impression for visitors and callers.
Greeting and Welcoming Visitors: Welcome guests and provide a warm, professional reception. Direct them to the appropriate individuals or departments and ensure they feel comfortable during their visit.
Answering and Directing Phone Calls: Handle incoming phone calls promptly and professionally, transferring calls to the appropriate employees or departments. Take accurate messages and relay them in a timely manner.
Managing the Reception Area: Maintain a clean, organized, and welcoming reception area. Ensure that reading materials are available and up to date. Manage visitor sign-in procedures and issue visitor badges when necessary.
Scheduling and Coordinating Appointments: Assist in scheduling and managing appointments, meetings, and conference room reservations. Notify staff of visitor arrivals and ensure all necessary arrangements are in place.
Managing Correspondence: Receive and sort incoming mail and packages. Coordinate outgoing mail and courier services. Distribute messages and correspondence to the appropriate personnel.
Administrative Support: Assist with various administrative tasks, such as data entry, filing, scanning, and photocopying documents. Maintain office supplies inventory and place orders as needed.
Maintaining Security: Monitor and maintain office security by following procedures, controlling access, and issuing visitor passes. Report any security concerns or incidents promptly.
Communication and Coordination: Serve as a central point of contact for internal and external inquiries, providing information and assistance as required. Liaise with other departments and personnel to facilitate efficient operations.
Upholding Company Policies: Adhere to company policies and procedures, including confidentiality and data protection regulations. Maintain a high level of professionalism and integrity in all interactions.
Skills and Qualifications:
High school diploma or equivalent; additional education or certification is a plus.
Previous experience in a similar role or customer service position is preferred.
Strong interpersonal and communication skills with the ability to interact confidently and courteously with visitors and employees.
Excellent telephone etiquette and the ability to handle multiple calls simultaneously.
Organizational and multitasking skills to handle various administrative tasks efficiently.
Proficiency in using office equipment such as telephone systems, photocopiers, and computer software (e.g., Microsoft Office Suite).
Basic knowledge of administrative and clerical procedures.
Exceptional attention to detail and accuracy in data entry and record-keeping.
Professional appearance and demeanor, with a friendly and welcoming attitude.
Ability to maintain composure in high-pressure situations and handle difficult or irate individuals calmly and tactfully.
Flexibility to adapt to changing priorities and work schedules.
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