Job Title: Receptionist
Department: Administration
Location: Main Office – Ritter House Wickhams Cay II
Reports To: Administrative Manager
Job Summary:
The Receptionist is the first point of contact for visitors and callers, responsible for providing a positive and professional image of the organization. This role involves managing the front desk operations, including greeting visitors, handling incoming calls, processing payments, handling cash transactions, and maintaining accurate financial records and performing various administrative tasks to support the smooth functioning of the office.
Key Responsibilities:
- Greet and Assist Visitors:
- Welcome visitors with a positive, helpful attitude and direct them to the appropriate person or department.
- Maintain a clean and organized reception area to create a welcoming environment.
Telephone Management:
- Answer, screen, and forward incoming calls professionally and promptly.
- Take and relay messages accurately and efficiently.
- Provide basic information to callers and handle inquiries as appropriate.
Administrative Support:
- Manage incoming and outgoing mail, including courier services.
- Assist with scheduling appointments and maintaining meeting room calendars.
- Perform basic clerical duties such as filing, photocopying, and data entry.
Cashier Duties:
Payment Processing:
- Process cash, check, and credit/debit card payments for services or products provided by the organization.
- Issue receipts and record transactions in the financial system accurately.
Cash Handling:
- Manage the cash register, ensuring all cash transactions are recorded correctly and the cash drawer is balanced at the end of each day.
- Prepare daily cash deposits and ensure funds are securely stored.
Financial Record Keeping:
- Maintain accurate financial records of all transactions and reconcile discrepancies as needed.
- Assist with the preparation of financial reports related to cashiering duties.
Security and Access Control:
- Monitor visitor access and issue visitor badges.
- Ensure compliance with company security protocols.
Office Supplies and Inventory Management:
- Monitor and maintain office supplies, placing orders as necessary.
- Assist in keeping track of office equipment and ensure they are in working order.
Event Coordination Support:
- Assist in the coordination of office events, meetings, and conferences.
- Prepare meeting rooms, including arranging catering and setting up necessary equipment.
Record Keeping:
- Maintain and update records of visitors and callers.
- Ensure all documentation is filed accurately and is easily accessible.
Customer Service:
- Provide excellent customer service to both internal and external clients.
- Handle any inquiries or issues with professionalism and tact.
Other Duties:
- Perform other related duties as assigned by management to support the smooth running of the office.
Qualifications:
Education:
- High School Diploma or equivalent; additional qualifications as a Receptionist or in Office Administration are a plus.
Experience:
- Proven work experience as a Receptionist, Front Office Representative, Cashier or similar role.
- Experience with administrative and clerical procedures.
Skills:
- Excellent verbal and written communication skills.
- Strong organizational and multitasking abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Customer service attitude with a focus on professionalism.
- Ability to maintain confidentiality and handle sensitive information.
Personal Attributes:
- Friendly and approachable demeanor.
- Punctual and reliable.
- Attention to detail and ability to work independently.
Working Conditions:
Work Environment:
- Office environment with regular interaction with staff, visitors, and external clients.
Physical Requirements:
- Ability to sit, stand, and walk for extended periods.
- Ability to lift and move office supplies or small equipment and handle financial transactions as needed when necessary.
Performance Criteria:
The Receptionist's performance will be evaluated based on the following criteria:
- Quality and professionalism in visitor and call handling.
- Timeliness and accuracy of administrative tasks.
- Efficiency and accuracy in processing payments and managing cash.
- Maintenance of a clean and organized reception area.
- Adherence to office procedures and security protocols.
- Positive feedback from staff and visitors.
Closing Date 16 September 2024
