Receptionist cum Secretary

Client of Talentmate

The Receptionist cum Secretary plays a crucial role in ensuring the smooth operation of the front office while providing comprehensive support to office executives. This dual role requires balancing the tasks of managing a busy reception area with secretarial duties, demanding strong organizational and communication skills. The ideal candidate will possess a warm, professional demeanor, excellent multitasking abilities, and a keen attention to detail. As the first point of contact for clients and visitors, the Receptionist cum Secretary must provide exceptional customer service, representing the company with a friendly and professional attitude. Additionally, the role involves handling a variety of confidential tasks that support the management team and ensure efficient office operations. The successful candidate will perform a wide range of duties, from typical receptionist tasks such as answering phones and handling correspondence, to more complex secretarial functions, requiring the ability to prioritize and manage time effectively.

Responsibilities

• Greet visitors and clients, ensuring a positive first impression of the company.
• Answer, screen, and forward incoming phone calls professionally and efficiently.
• Maintain a clean and organized reception area, ensuring a welcoming environment.
• Coordinate conference room schedules and manage bookings for meetings and events.
• Provide administrative support to management, including document preparation and filing.
• Handle incoming and outgoing mail and courier services promptly and accurately.
• Assist with scheduling meetings, preparing agendas, and distributing meeting minutes.
• Maintain and order office supplies, ensuring necessary stock levels are met consistently.
• Work closely with the HR department to assist in onboarding processes for new employees.
• Ensure compliance with security procedures, maintaining confidentiality at all times.
• Assist in the preparation of presentations and reports for executive-level meetings.
• Manage travel arrangements, including booking flights, hotels, and transportation for staff as needed.

Requirements

• High school diploma or equivalent; additional qualifications in Office Administration are a plus.
• Proven experience as a receptionist, secretary, or relevant administrative role is required.
• Excellent written and verbal communication skills with a strong customer service focus.
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
• Strong organizational and time-management skills with attention to detail and accuracy.
• Ability to handle multiple tasks simultaneously and prioritize workload effectively.
• Professional appearance and a friendly, approachable personality are essential for this role.