Receptionist

Receptionist

Our client Arel Ltd. is inviting applications from suitably experienced persons for the position of Receptionist.

Job Summary:

The Receptionist is the first point of contact for visitors and callers to the company. This role is crucial in creating a positive first impression and providing excellent customer service. The Receptionist performs various administrative and clerical tasks to support the smooth operation of the front desk and the organization.

Key Duties and Responsibilities:

1. Welcoming Visitors:
• Greet and welcome visitors with a warm and professional demeanour.
• Direct visitors to the appropriate person or department.
• Ensure the reception area is clean, tidy, and presentable.
2. Answering and Directing Calls:
• Answer and route incoming phone calls promptly and professionally.
• Take accurate messages and forward them to the appropriate recipient.
• Provide information to callers and assist with general inquiries.
3. Mail and Package Handling:
• Receive, sort, and distribute incoming mail and packages.
• Prepare outgoing mail, including postal services, courier services, and tracking.
4. Scheduling and Appointments:
• Schedule appointments and maintain appointment calendars.
• Notify employees of visitor arrivals or appointments.
5. Maintaining Records:
• Maintain and update contact lists, both internal and external.
• Ensure the visitor log is accurately maintained for security and reference purposes.
6. Administrative Support:
• Provide administrative support to the C.E.O. and Financial Controller as requested.
• Assist with data entry, document preparation, and other tasks as required.
7. Supplies and Inventory:
• Maintain an inventory of office supplies and reorder when necessary.
• Ensure the reception area is stocked with brochures and informational materials.
8. Customer Service:
• Offer excellent customer service and address visitor and employee inquiries in a helpful and professional manner.
• Handle complaints and escalate issues, as necessary.
9. Team Collaboration:
• Collaborate with other staff members to ensure efficient operations.
• Assist with projects and tasks as needed.

Qualifications:

• High school diploma or equivalent. A first degree would be an asset
• Prior experience in a receptionist or customer service role is preferred.
• Strong communication skills, both verbal and written.
• Proficiency in using office equipment, such as a multi-line phone system, photocopier, and fax machine.
• Proficiency in computer applications, including MS Office (Word, Excel, Outlook).
• Pleasant and professional appearance and demeanour.
• Ability to handle multiple tasks and prioritize effectively.
• Strong organizational skills and attention to detail.
• Adaptability and the ability to work under pressure.
• Knowledge of office management and basic administrative procedures.