Receptionist/Office Coordinator

Job Description

Position Overview:

We are seeking a highly organized, professional, and proactive individual to join our team as a Receptionist & Office Coordinator. In this dual role, you will be the first point of contact for all visitors, clients, and phone calls, providing exceptional customer service and a positive, welcoming experience. Additionally, you will assist in coordinating various office functions, ensuring that office operations run smoothly, and providing administrative support to the team as needed.

Key Responsibilities:

Receptionist & Customer Service Duties:

Greet visitors, clients, and employees in a friendly and professional manner, ensuring a positive first impression.

Answer, screen, and direct phone calls to the appropriate department or personnel, providing timely and helpful responses.

Respond to inquiries in person, by phone, or via email, providing information about services and directing inquiries to the correct department when necessary.

Handle customer service issues, complaints, or requests with professionalism, seeking resolutions or escalating as needed.

Maintain a welcoming, clean, and organized front desk area.

Manage the front desk during office hours, ensuring all visitors are checked in and attended to promptly.

Office Coordinator Duties:

Oversee office supplies inventory, ordering and restocking as needed.

Coordinate office maintenance, including liaising with vendors and managing repair requests.

Assist in organizing company events, meetings, and employee activities.

Manage office equipment, ensuring functionality and troubleshooting minor issues.

Assist with scheduling and coordinating internal meetings and company-wide events.

Support HR and management with miscellaneous administrative tasks such as organizing files, preparing documents, or tracking office-related expenses.

Assist in preparing and processing invoices for office supplies, services, and other related expenses.

Qualifications:

Proven experience as a Receptionist, Office Coordinator, or similar administrative role.

Strong customer service experience, with the ability to resolve customer issues and provide a positive service experience.

Excellent verbal and written communication skills.

Strong organizational skills with the ability to multitask and prioritize effectively.

Proficiency with office software ideally MS Office

Strong attention to detail and problem-solving abilities.

Professional appearance and demeanor.

Ability to handle confidential information with discretion.

Positive, customer-service-oriented attitude.

Basic knowledge of office equipment, such as copiers, phones, and fax machines.

Ability to work independently and as part of a team.

Preferred Skills:

Experience with office management or coordinating office operations is a plus.

Familiarity with scheduling tools or office management software.

Basic knowledge of bookkeeping or invoicing is an advantage.

Full-time