Job Details of Receptionist

Role and Responsibilities:

• Greeting and Welcoming Clients: You will be responsible for warmly welcoming clients and visitors to the consulting firm. You should have excellent interpersonal skills and be able to create a positive first impression.

• Answering Phone Calls: You will handle incoming phone calls, directing them to the appropriate individuals within the firm or taking messages as necessary. Clear and professional communication skills are essential for this role.

• Managing Correspondence: You may be responsible for receiving, sorting, and distributing incoming mail and packages. Additionally, you may assist with preparing outgoing mail and courier services.

• Scheduling Appointments: You will manage the appointment calendar, scheduling meetings and appointments for clients and staff members. Attention to detail and strong organizational skills are important in order to efficiently manage the schedule.

• Maintaining the Reception Area: You will ensure that the reception area is clean, tidy, and presentable at all times. This includes organizing reading materials, maintaining a neat desk, and arranging seating for visitors.

• Providing Administrative Support: You may assist with various administrative tasks such as data entry, filing, and document preparation. Proficiency in basic office software, such as Microsoft Office, is often required.

• Coordinating with Other Departments: You will collaborate with other departments within the consulting firm to facilitate smooth internal communication and coordination.

• Ad hoc Responsibilities: You may be assigned additional responsibilities as per the needs of the firm, which may include supporting other administrative functions such as invoicing or assisting with special projects.

• Managing Parking Contract: You will oversee the parking contract for the consulting firm, which may involve coordinating with the parking facility management company or building management to ensure the availability of parking spaces for employees and visitors. This includes maintaining a record of allocated parking spaces, managing access cards or parking permits, and addressing any parking-related issues or concerns. This also includes handling the registration process for employees who require parking spaces.

Qualifications

• Education and Experience
  • High school diploma or equivalent; additional certification in office administration or a related field is a plus.
  • Proven experience as a receptionist, front desk representative, or similar role is preferred.
• Technical Skills
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
  • Familiarity with office equipment, such as copiers, fax machines, and multi-line phone systems.
  • Experience with scheduling software or CRM tools is a bonus.
• Interpersonal and Communication Skills
  • Exceptional verbal and written communication skills.
  • Strong customer service orientation with a friendly and approachable demeanor.
  • Ability to maintain professionalism and handle confidential information.
• Organizational Skills
  • Excellent multitasking and time-management abilities.
  • High attention to detail and problem-solving skills.
  • Ability to prioritize tasks effectively in a fast-paced environment.
• Personal Attributes
  • Reliable and punctual with a strong work ethic.
  • A positive attitude and ability to remain calm under pressure.
  • Adaptability and willingness to learn new skills.
• Other Requirements
  • Ability to sit for extended periods and handle phone calls for the majority of the day.
  • Flexibility to adjust hours occasionally based on business needs.