Administrative Services “Receptionist” Specialist

About the Role:

We are looking for a dedicated Specialist - Administrative Services to be the first point of contact for our team and visitors. This role is more than just answering phones; it’s about creating a positive and professional first impression, providing seamless administrative support, and ensuring the smooth day-to-day operation of our office.

Key Responsibilities:

Front Office & Visitor Experience:

• Greet all visitors, clients, and vendors with a warm and professional demeanor.

• Manage a multi-line phone system, expertly screening, answering, and directing calls.

• Maintain a tidy, welcoming, and well-stocked reception and lobby area.

Administrative & Operational Support:

• Handle all incoming and outgoing mail, packages, and courier services.

• Perform essential clerical duties, including filing, photocopying, and scanning.

• Manage office supply inventory for the front desk and place orders as needed.

• Schedule meetings and coordinate the booking of common meeting rooms.

Coordination & Communication:

• Act as a central hub for information, effectively directing internal and external inquiries.

• Provide support for company events, meetings, and team travel arrangements.

• Collaborate with various departments to provide comprehensive administrative support.

Security & Safety:

• Monitor visitor access in accordance with security protocols.

• Issue visitor badges and maintain an accurate and secure log of all guests.

Qualifications & Skills:

• High school diploma; additional certification in Office Management or a related field is a plus.

• Proven experience as a Receptionist, Front Desk Representative, or similar role (3 years and above).

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel).

• Excellent verbal and written communication skills.

• Strong organizational skills with the ability to prioritize multiple tasks seamlessly.

• Professional appearance and a positive, customer-oriented attitude.

• Experience with office equipment (e.g., printers, fax machines, phone systems).

• A proactive and resourceful approach to problem-solving.