Receptionist

Roles and responsibilities

As a Senior Receptionist, your role is crucial in creating a positive first impression for visitors, managing office operations, and providing leadership to a reception team. You need exceptional organizational, communication, and multitasking skills, along with the ability to handle administrative tasks efficiently. Below is a detailed guide to excelling in this role:

Key Responsibilities of a Senior Receptionist

1. Front Desk Management:

   • Greeting visitors and clients professionally and warmly.
   • Managing the reception area to ensure it is tidy, welcoming, and well-equipped.

2. Administrative Support:

   • Answering and directing phone calls and emails.
   • Scheduling appointments, meetings, and conference room bookings.
   • Handling correspondence and courier services.

3. Team Leadership:

   • Supervising junior receptionists and providing training and guidance.
   • Delegating tasks and managing team schedules.
   • Ensuring the team adheres to company protocols and service standards.

4. Customer Service:

   • Resolving visitor or client inquiries promptly and courteously.
   • Addressing complaints or escalating issues to appropriate departments.

5. Coordination and Communication:

   • Coordinating with other departments for smooth day-to-day operations.
   • Acting as a liaison between visitors and staff members.

6. Office Supplies Management:

   • Monitoring and replenishing office supplies, including stationery and refreshments.
   • Coordinating with vendors for maintenance and supply orders.

7. Record Keeping:

   • Maintaining visitor logs and managing confidential records.
   • Updating and organizing filing systems, both digital and physical.

8. Event and Travel Coordination:

   • Assisting with planning and scheduling company events.
   • Managing travel arrangements for staff and visitors, including accommodations and transportation.

Desired candidate profile

To manage the reception efficiently, attend to guests and telephone calls in a professional manner befitting the corporate image of the Group and provide the necessary administrative support functionally required by the Admin Manager.

Functional Roles and Responsibilities

• Efficient and courteous handling of telephone calls, provide necessary information /guidance to the caller

and transfer the calls to the relevant personnel in the office.

• Control the distribution of access cards for the visitors and maintain a register to log in the details

• Ensure that cleanliness and hygiene is maintained in the reception area and essential housekeeping

standards are adhered to represent an appropriate corporate image.

• Ensure that all equipment / furniture are always in proper working condition and impeccably maintained.

• Coordinate and manage room bookings [Business centre and L&D] in an efficient and prompt manner

Desired Skills and Experience

Education/Certification and Continued Education



• High School Certificate



Knowledge and Skills



• Course in telephone handling skills an advantage

• Exposure to multicultural environment

• Well-groomed with pleasant personality

• Excellent communication skills