Receptionist

Calltronix Contact & Training Centre

Receptionist Job Type Full Time Qualification BA/BSc/HND , Diploma Experience 1 year Location Nairobi Job Field Administration / Facilities

JOB PURPOSE

The Receptionist will be responsible for managing the front office and reception area, ensuring a professional and welcoming experience for visitors, clients, employees, and other stakeholders. The role will also provide administrative support, coordinate communication, maintain accurate records, and support the smooth day-to-day operations of the office.

KEY RESPONSIBILITIES

• Reception and Front Office Management

• Manning the reception desk and ensuring it is attended during working hours.

• Welcoming and assisting visitors, clients, candidates, and other stakeholders in a professional and courteous manner.

• Receiving, screening, and directing incoming calls to the appropriate departments or employees.

• Receiving and directing visitors while ensuring adherence to company access and security procedures.

• Maintaining an accurate visitor register and ensuring all visitors are appropriately received and attended to.

• Receiving, sorting, and distributing incoming mail, courier deliveries, and other correspondence.

• Coordinating outgoing mail and courier services where required.

• Maintaining a clean, organized, and professional reception area.

• Responding to general inquiries and directing requests to the appropriate departments.

• Attendance and Administrative Support

• Preparing and maintaining daily staff attendance records.

• Sharing attendance reports with the relevant departments/HR within the required timelines.

• Supporting the identification and reporting of late arrivals, early departures, and unexplained absences.

• Maintaining accurate administrative records and filing documents appropriately.

• Assisting with the preparation, printing, scanning, photocopying, and distribution of documents.

• Supporting the scheduling and coordination of meetings, interviews, appointments, and visitors.

• Assisting with meeting room bookings and ensuring meeting areas are prepared as required.

• Supporting general office administration and coordination of day-to-day office requirements.

• Communication and Coordination

• Handling telephone and general reception inquiries professionally and efficiently.

• Taking and relaying accurate messages to employees and departments.

• Coordinating communication between visitors and the relevant employees.

• Maintaining professional communication with clients, service providers, candidates, and other stakeholders.

• Escalating urgent or sensitive matters to the appropriate person promptly.

• Office Support

• Monitoring reception and general office supplies and notifying the relevant person when replenishment is required.

• Supporting the coordination of office maintenance, repairs, cleaning, and other facilities-related matters.

• Assisting with the coordination of staff identification/access cards and visitor access where applicable.

• Supporting the organization of staff meetings, events, training sessions, and other office activities.

• Maintaining confidentiality of company, employee, client, and visitor information.

• Ensuring compliance with company policies, procedures, and office protocols.

• Additional Responsibilities

• Providing administrative support to the HR, Administration, and Operations teams as required.

• Assisting with recruitment activities, including receiving candidates, maintaining interview schedules, and directing candidates to the appropriate interview areas.

• Maintaining professionalism and a high standard of customer service at all times.

• Identifying administrative gaps and escalating them to the relevant supervisor.

• Performing any other duties and responsibilities that may reasonably be assigned by management from time to time.

• QUALIFICATIONS AND EXPERIENCE

• Diploma or Degree in Business Administration, Office Administration, Business Management, or a related field.

• Minimum of one (1) year of relevant experience in reception, front office, and/or office administration duties.

• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook/email.

• Good written and verbal communication skills.

• Strong organizational and administrative skills.

• Good interpersonal and customer service skills.

• Ability to maintain confidentiality and handle information professionally.

• Ability to multitask, prioritize, and work effectively in a busy office environment.

• Professional, presentable, courteous, and approachable.

• Strong attention to detail and ability to maintain accurate records.

• KEY COMPETENCIES

• Excellent communication and interpersonal skills.

• Customer service orientation.

• Professionalism and courtesy.

• Organization and time management.

• Attention to detail.

• Confidentiality and discretion.

• Teamwork and collaboration.

• Problem-solving skills.

• Ability to work under pressure and manage multiple tasks.

• Proficiency in office administration and record keeping.

• PERFORMANCE EXPECTATIONS

The successful candidate will be expected to:

• Maintain a professional and well-managed reception area.

• Ensure visitors, calls, and correspondence are handled promptly and professionally.

• Maintain accurate and timely staff attendance records.

• Provide reliable administrative support to the organization.

• Demonstrate professionalism and confidentiality when handling employees, clients, visitors, and company information.

• Complete assigned administrative tasks within agreed timelines.

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