Front Desk Receptionist

Our client is seeking a Front Desk Receptionist who will serve as the first point of contact for tenants, contractors, visitors, and guests at the mall’s administrative office.

Location: Port of Spain/Diego Martin 

 Job Summary

Our client is seeking a Front Desk Receptionist to serve as the primary point of contact for tenants, contractors, visitors, and guests at the company’s administrative office. This role requires a polished, professional, service-oriented individual who delivers exceptional customer service, maintains a well-presented reception area, and supports the daily coordination of administrative and operational activities. The position is key to upholding the organization’s professional image, operational efficiency, tenant relations, and service standards.

Key Responsibilities

1. Reception Management

• Welcome tenants, visitors, contractors, and guests in a professional and courteous manner.
• Manage high volumes of visitor and tenant traffic calmly, efficiently, and professionally.
• Maintain a positive and helpful front desk presence at all times.

2. Communication Management

• Answer, screen, and direct multi-line telephone calls professionally.
• Respond to emails and general inquiries promptly and accurately.
• Route calls, messages, and communications to the appropriate departments, including maintenance, leasing, marketing, security, human resources, and management.
• Ensure all communication is handled with professionalism, accuracy, and discretion.

3. Tenant Relations and Service Coordination

• Serve as the first point of contact for tenant inquiries, complaints, and service requests.
• Accurately log tenant issues, requests, and complaints into the relevant reporting system.
• Coordinate with internal departments to support timely resolution of tenant concerns.
• Follow up on outstanding matters and provide updates to tenants where required.
• Maintain a professional and solution-focused approach when dealing with tenant concerns.

4. Administrative Support

• Perform general administrative duties, including data entry, filing, scanning, photocopying, and document preparation.
• Assist with the preparation of correspondence, memos, reports, and other documents.
• Maintain accurate tenants, visitor, and operational records.
• Schedule meetings and support meeting coordination as required.
• Provide general clerical support to management and internal departments.

5. Mail, Deliveries, and Office Coordination

• Receive, sort, and distribute incoming mail and deliveries.
• Coordinate outgoing packages, courier services, and deliveries.
• Monitor office and reception supplies and request replenishment when required.
• Support the smooth daily functioning of the administrative office.

6. Company Operations Support

• Provide accurate information on company services, tenants, events, promotions, and general visitor assistance.

• Help coordinate company events, activations, and promotions as needed.

• Support lost and found management and visitor assistance services.
• Liaise with relevant departments to assist with operational requests and service needs.

7. Environment and Presentation Standards

• Maintain a clean, organized, and professional reception area at all times.
• Ensure that the front desk reflects a high standard of professionalism and presentation.
• Support a welcoming and refined office environment for tenants, visitors, and guests.

8. Confidentiality and Compliance

• Maintain strict confidentiality of tenant, management, employee, and operational information.
• Follow all internal procedures, administrative guidelines, and operational policies.
• Handle sensitive information with discretion and professionalism.

Requirements

Education

• Minimum of five (5) CXC O’Level subjects, including Mathematics and English.
• Administrative, Business, or related Certificate/Diploma would be an asset.

Experience

• Minimum of two (2) to three (3) years’ experience in reception, front desk, administrative, or customer service roles.
• Experience in retail, hospitality, corporate, or property management environments would be an advantage.

Skills and Competencies

• Strong customer service and interpersonal skills.
• Professional, courteous, and clear communication style.
• Strong computer literacy and proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Ability to answer and manage multi-line telephone systems professionally.
• Excellent organizational and multitasking abilities.
• High attention to detail and accuracy.
• Strong problem-solving, follow-up, and coordination skills.
• Ability to handle difficult situations with patience, tact, and discretion.
• Ability to work independently in a fast-paced environment.
• Professional appearance and demeanor.
• Strong confidentiality and information-handling standards.

Working Conditions

• Professional office environment with high visitor and tenant traffic.
• Fast-paced environment requiring strong coordination, adaptability, and attention to detail.
• May be required to work weekends, public holidays, or support special events as needed.

Additional Notes

This job description is intended as a guide and is not exhaustive. The Front Desk Receptionist may be required to perform additional duties as necessary to support the operational needs, administrative functions, and service standards of the organization.

REF/J.C