Front desk receptionists are key to a wide range of organizations - they often present the first

impression of the organization to clients and customers.

RECEPTIONIST/SECRETARY

General Purpose

Attend to visitors and deal with inquiries on the phone and face to face. Supply information
regarding the organization to the general public, clients and customers.

Main Job Tasks and Responsibilities

 answer telephone, screen and direct calls

 take and relay messages
 provide information to callers
 greet persons entering organization
 direct persons to correct destination
 deal with queries from the public and customers
 ensures knowledge of staff movements in and out of organization
 general administrative and clerical support
 prepare letters and documents
 receive and sort mail and deliveries
 schedule appointments
 maintain appointment diary either manually or electronically
 organize meetings
 tidy and maintain the reception area
 prepare and manage correspondence, reports and documents
 organize and coordinate meetings, conferences, travel arrangements
 take, type and distribute minutes of meetings
 implement and maintain office systems
 maintain schedules and calendars
 arrange and confirm appointments
 organize internal and external events
 handle incoming mail and other material
 set up and maintain filing systems
 set up work procedures
 collate information
 maintain databases
 communicate verbally and in writing to answer inquiries and provide information
 liaison with internal and external contacts
 coordinate the flow of information both internally and externally
 operate office equipment
 manage office space
Key Competencies

 verbal and written communication skills

 professional personal presentation
 customer service orientation
 information management
 organizing and planning
 attention to detail
 initiative
 reliability
 stress tolerance
 confidentiality
 time management
 interpersonal skills
 customer-service orientation

Signed........................................................

Name of Incumbent : Priscilla Tsitsi Chagonda

Name of Company : Quality Equipment Pvt Ltd

Date : 19 April 2011