Secretary/Front Desk Receptionist

Job Description

Job Description

Job Description

A Secretary/Front Desk Receptionist serves as the first point of contact for an organization. They are responsible for managing front desk operations, greeting visitors, handling communications, and providing administrative support to ensure smooth day-to-day office operations. This role requires strong organizational, communication, and multitasking skills, as well as a professional demeanor.

Key Responsibilities

Front Desk & Visitor Management

• Greet and welcome clients, guests, and employees in a professional and friendly manner.
• Answer, screen, and direct incoming calls promptly and efficiently.
• Manage visitor logs, issue visitor badges, and maintain security protocols.
• Handle incoming and outgoing mail, packages, and courier services.

Administrative Support

• Draft, proofread, and format documents, correspondence, and reports.
• Maintain and update filing systems (both electronic and physical).
• Schedule and coordinate meetings, appointments, and travel arrangements.
• Assist in preparing presentations, agendas, and meeting minutes.
• Monitor and order office supplies, ensuring inventory is maintained.

Communication & Coordination

• Act as a liaison between staff, clients, and external stakeholders.
• Handle email correspondence and relay important messages promptly.
• Coordinate with internal departments for smooth workflow and support.

Office Management

• Maintain cleanliness and organization of the reception area.
• Ensure office equipment (printers, copiers, telephones) is functioning properly.
• Support HR and management with administrative tasks as required.
• Assist in organizing company events, meetings, and training sessions.

Recordkeeping & Data Entry

• Maintain confidential files, employee records, and company documents.
• Input and update data into company databases and systems.
• Track attendance, visitor records, and other logs as needed.

Skills & Qualifications

• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint) and office equipment.
• Professional appearance and positive attitude.
• Ability to maintain confidentiality and handle sensitive information.
• Customer service orientation and interpersonal skills.

Typical Requirements

• High school diploma (associate or bachelor’s degree preferred in some organizations).
• Prior experience in an administrative, receptionist, or secretarial role.
• Knowledge of office management systems and procedures.