Receptionist, Administrative​/Clerical

Reception and Visitor Management

• Welcome visitors clients suppliers and contractors in a friendly and professional manner
• Confirm visitor appointments and notify the relevant employee of each visitor s arrival
• Ensure all visitors complete required registration and security procedures
• Issue and collect visitor badges in accordance with company access and security requirements
• Coordinate visitor access and parking arrangements where required
• Maintain an organized professional and welcoming reception area
• Ensure visitor health safety and security protocols are followed

• Answer incoming telephone calls promptly and professionally
• Screen transfer and direct calls to the appropriate employee or department
• Take accurate messages and ensure they are communicated promptly
• Respond to general email enquiries and forward communications to the appropriate department
• Maintain updated internal contact lists and relevant external contact information

• Provide general administrative support to employees as required
• Schedule appointments meetings events and conference rooms
• Assist with travel arrangements including flights accommodation and transportation when requested
• Prepare file scan copy and distribute documents
• Maintain accurate electronic and physical filing systems
• Perform data entry and update company supplier and customer databases
• Support the preparation of reports letters presentations and other business documents

• Receive record and distribute incoming mail packages and deliveries
• Prepare outgoing mail and coordinate courier and shipping services
• Maintain accurate records of incoming and outgoing correspondence and deliveries
• Ensure important or confidential documents are delivered securely to the appropriate recipient

• Monitor office supplies and arrange replenishment when required
• Oversee the appropriate use and availability of office equipment
• Report faults and coordinate repairs or maintenance with approved service providers
• Support vendor relationships relating to office supplies maintenance catering and other administrative services
• Assist with facilities-related requests and follow up until completion
• Coordinate food and refreshment deliveries when requested

• Assist with planning and coordinating meetings conferences employee events and special functions
• Prepare meeting rooms and ensure they are clean organized and ready for use
• Arrange catering refreshments and meeting materials
• Confirm that relevant technical equipment is available and operational
• Assist with meeting invitations attendance records and other logistical arrangements

• Maintain accurate visitor telephone delivery and access records
• Protect confidential company employee and visitor information
• Comply with company policies and applicable health safety security and access procedures
• Report security concerns hazards or unusual incidents to the appropriate department immediately

High school diploma or equivalent.

Diploma or certification in Office Administration, Business Administration, or Customer Service is advantageous.

• Previous experience as a Receptionist, Front Desk Administrator, Administrative Assistant, or in a similar customer-facing role
• Experience in a manufacturing, industrial, or corporate environment is advantageous
• Experience working in an industrial or regulated environment would be beneficial

• Proficiency in Microsoft Office, particularly Word, Excel, Outlook, and Power Point
• Ability to use telephone systems, printers, scanners, copiers, and other general office equipment
• Excellent customer service and interpersonal skills
• Professional, presentable, and courteous manner
• Strong verbal and written communication skills
• Excellent organizational and time-management abilities
• High level of discretion and confidentiality
• Ability to multitask and work effectively in a professional environment