Madison-Davis
EXTERNAL CLIENT ROLE
Role and Responsibilities
- Greet and welcome guests as soon as they arrive at the office
- Notify responsible employee upon guest arrival
- Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, enter guest names into the building’s security system)
- Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
- Order and keep office supplies and pantry supplies in stock
- Keep updated records of all supply orders (expenses and costs)
- Prepare and distribute new hire supply package
- Answer, screen and forward incoming phone calls
- Assist with conference room booking
- Prepare conference room and maintain conference rooms tidy to ensure conference rooms have necessary supplies
- Coordinate and contact the office building management office regarding repairs, maintenance and etc.
- Assisting colleagues with administrative tasks
- Performing ad-hoc administrative duties
- Receive, sort and distribute daily mail/deliveries (including interoffice mail)
- Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing
Preferred Skills
- Proven work experience as a Receptionist, Front Office Representative or similar role
- Proficiency in Microsoft Office Suite
- Hands-on experience with office equipment (e.g. fax machines and printers)
- Professional attitude and appearance
- Solid written and verbal communication skills
- Ability to be resourceful and proactive when issues arise
- Excellent organizational skills
- Multitasking and time-management skills, with the ability to prioritize tasks
- Customer service attitude
- Other duties assign by Department Head.