A Secretary Receptionist plays a crucial role in maintaining efficient office operations and providing a positive first impression for visitors and callers. This position requires a blend of administrative, organizational, and interpersonal skills. Here’s a typical job description:

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Job Title: Secretary Receptionist

Summary:

The Secretary Receptionist serves as the first point of contact for clients, visitors, and employees, handling a range of administrative tasks to ensure smooth daily operations. This role requires excellent communication, organizational skills, and the ability to multitask in a dynamic office environment.

Front Desk Management:

• Greet and welcome visitors in a professional, friendly manner.
• Answer, screen, and forward incoming phone calls, taking messages as necessary.
• Maintain visitor logs and issue visitor badges in accordance with security protocols.

Administrative Support:

• Handle general administrative tasks, including filing, copying, and scanning documents.
• Prepare and maintain office documents such as reports, spreadsheets, and memos.
• Manage office supplies inventory, placing orders as needed to ensure adequate stock.

Scheduling and Coordination:

• Schedule and coordinate meetings, appointments, and conference calls.
• Assist with organizing office events, meetings, and travel arrangements.
• Maintain and update contact lists, calendars, and other essential records.

Communication:

• Distribute incoming mail, faxes, and emails to the appropriate team members
• Draft and send routine correspondence, such as emails, letters, and memos.
• Act as a liaison between departments, ensuring smooth communication flow within the office.

Customer Service:

• Address inquiries from clients and visitors and provide accurate information regarding company services.
• Assist with client and visitor needs, ensuring a positive experience.
• Handle and resolve minor issues or direct them to the appropriate personnel.

Office Management Support:

• Assist with maintaining a clean and organized reception area and meeting rooms.
• Support team projects, data entry, and other administrative tasks as assigned.
• Monitor and enforce office policies, including COVID-19 protocols or other safety measures as applicable.

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The Secretary Receptionist position is ideal for someone who enjoys engaging with people, is highly organized, and can handle various administrative tasks efficiently to support the smooth operation of the office.

• High school diploma or equivalent; associate degree in a related field is a plus.
• Proven experience as a receptionist, administrative assistant, or similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office equipment.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to multitask and manage time effectively in a fast-paced environment.
• Friendly and professional demeanor with a customer service mindset.

Working Conditions:

• This position is typically based in an office setting, requiring the candidate to be seated at the reception desk for extended periods.
• Standard working hours apply, but flexibility may be required occasionally.

Educational Requirements:

• Bachelors degree or certificate in office administration or a related field (preferred).

Experience:

• 1-2 years of experience in a receptionist, secretary, or administrative assistant role.
• Customer service experience is a plus.

Technical Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Familiarity with office equipment, such as copiers, fax machines, and multi-line phone systems.
• Basic knowledge of scheduling software and data entry systems is an advantage.

Communication Skills:

• Excellent verbal and written communication skills.
• Strong listening skills to accurately handle and relay messages.

Interpersonal Skills:

• Professional and friendly demeanor, with a customer service-oriented approach.
• Ability to work with people at all levels of the organization.

Organizational Skills:

• Strong multitasking skills, with the ability to manage time effectively.
• Attention to detail and high accuracy in handling administrative tasks.
• Capability to prioritize tasks in a busy office environment.

Other Requirements:

• Dependable and punctual, with a commitment to reliable attendance.
• Basic knowledge of office safety and security protocols.
• Flexibility to adapt to changing office needs and handle additional duties as required.

These requirements ensure that the Secretary Receptionist can handle front-desk responsibilities effectively while supporting a smooth-running office environment.