What are the duties of a receptionist?

• greet visitors appropriately

• determine visitor needs in a professional manner

• maintain visitor register

• offer refreshments to visitors where appropriate

• direct visitors to the correct person

• ensure back up when absent from reception desk

Answer Phone Calls

• answer and address incoming phone calls in a timely and polite manner

• clearly determine the purpose of the call

• deal with queries and provide correct information

• forward calls to the appropriate person

• take and deliver messages accurately and completely

Manage Mail

• sort and distribute incoming mail

• prepare outgoing mail for pick-up or courier

• organize courier deliveries

Clerical

• photocopy and collate documents

• fax documents

• file documents accurately

• maintain equipment and report any malfunctions

• monitor, control, and order office supplies

Organize Meetings

• book meeting room

• inform participants

• set up the meeting room with necessary stationery and equipment

• organize catering for meeting

Secretarial Support

• prepare correspondence and documents

• update databases

• organize mailings

• prepare and maintain spreadsheets

• schedule and follow up on appointments