Receptionist cum Telephone Operator

Job Description

• Greet all visitors professionally with a warm smile and ensure the reception area is always clean and presentable.
• Record visitor details, issue passes when necessary and ensure all visitors are promptly attended and directed appropriately.
• Accurately take messages, ensure timely delivery and provide proper handover briefings during lunch break transitions.
• Answer incoming calls promptly and direct them to the appropriate department or personnel.
• Maintain and update the internal telephone extension list and manage outgoing calls upon staff request when required.
• Coordinate meeting room bookings, perform daily checks and ensure rooms are tidy, well-equipped, and ready for use.
• Liaise with cleaning staff and tea ladies to maintain meeting room cleanliness and restocking using the provided checklist for submission to the Manager.
• Handle incoming mail and parcels by recording, sorting and forwarding them, and assist with stamping, filing and dispatching official documents.
• Maintain stationery and refreshments for the reception and meeting rooms and record all incoming documents and couriers using the IM-R-form.
• Apply stamps to legal and court documents, notify relevant departments and manage incoming High Court documents by coordinating with the High Court Department for urgent collections.
• Ensure all room and entrance door keys are properly stored and accounted for and notify Admin via email if any room needs to be locked, copying them for records.
• Maintain and submit monthly newspaper reports and record cleaners' attendance, notifying Admin for replacements when needed.
• Ensure the First Aid Kit is up to date and accessible, and perform any other duties assigned by the Ops & Admin Manager.

Job Requirements